Provincial Project Assistant, USAID Cambodia Inclusive Primary Education Activity
Job Summary:
The Provincial Assistant will support Provincial office staff on the USAID-funded Cambodia Inclusive Primary Education Activity (IPEA) project. She/he will be responsible for day to day in operational supports, goods/services procurement, office management, inventory of office supplies, office equipement and assist in safety and security activities.
She/he also be a requirement to support the provincial coordinator in managing and accounting for office budgets and finance management. Reports to: Provincial Field Coordinator
Location Based: Prey Veng Province, Cambodia.
Essential Duties:
- Establish and maintain an efficient filing system of project documents specific to the project according to the established filing system of the project;
- Provide the office management (building, office space and assets) support and mange office rules to ensure hygiene and meet standard of working environment;
- Maintain a database of all incoming and outgoing communications; handle shipping/ mailing/ delivery of outgoing communications in coordination with courier or the admin team;
- In charge of office supply management, including, kitchen and workshop materials are available in stock and in good condition;
- Provide support to the project in producing letters and other correspondences;
- Lead office security guards/office cleaners to ensure they are discipline; provide good services to staff and visitors;
- Monitor and verify to project motor bike using in the good manner and well tracking;
- Assist in any activities and implementation of security and safety but not limited to vehicle/mortorbike check list, updating the security communication material;
- Support logistical arrangements for meetings and workshops, which includes: preparation of training materials; request for workshop supplies; arrangement of travel and lodging accommodation of participants; request for cash advance; ensuring attendance sheets are signed; distribution of materials to participants; and making payments to participants;
- Support the Provincial Coordinator in the collection/collation of data or information needed in the preparation of reports, as necessary, including collection and encoding of training and workshop attendance forms;
- Assist in any activities and implementation of security and safety but not limited to car check list, updating the security communication material;
- Calculate and request the field office’s monthly cash needs with the budget heads/ Project
- Coordinator/field officer with the objective to minimise month end cash and bank balances, while at the same time having adequate funds available for operation needs
- Prepare and review ensure supporting document comply with RTI’s Procurement Polocy and GDT taxation Law in Cambodia
- Ensure GL code and charge code are using correctly on expenditures.
- Maintain operation advance and making payments.
- Daily update operation advance expense in excel spreatsheet (WER).
- Make replenishment file operation advance request.
- Make payment under $100 to suppliers and make sure all requested payments are approved by the Provincial Manager.
- Prepare staff file allowance and attendance list;
- Coordinate with partner collect raw data of attendance list of workshops
- Check review workhsop attendance list make sure an information completeness and signature from relevant person;
- Support all phases of sourcing activity to ensure best value and within required lead times for a variety of requirements in provincial level, including analysis of all types of procurement transactions.
- Effectively negotiate with suppliers on a wide variety of goods and services for the best overall value to the project.Assist in controlling and updating the managed equipment and property of the project; including tag number, transfer/distribute/handover to staff and NGO in province level.
- Conduct inventory, asset and managed equipment physical check twice a year.
- Manage and control TLMs stock and regularly update to tracking worksheet; and mange all distributed TLMs documents in files to ensure completedly signed.
- Perform other tasks as may be assigned by direct supervisor and operations team in national office.
Minimum Required Education & Experience
- Bachelor Degree and minimum one year of experience, supervisory experience preferred, or equivalent combination of education and experience;
- Relevant working experience in support service, finance management, administrative, reception, are highly preferable
Skills & Abilities
- An understanding of and commitment to RTI’s mission and values
- Excellent knowledge of MS Word, Outlook, PowerPoint, especially Excel is value added
- Have basic knowledge on financial management, accounting experience and local taxation
- Ability to multi-task and work well with others
- Experience with supporting office management and logistics
- Experience with data collection and compiling reports
- Ability to listen and communicate well both verbally and in writing in English and Khmer
- Ability to work independently and attention to detail and accuracy
- Ability to work well with school directors and stakeholders in education system
Moreinfo: https://rtiint.referrals.selectminds.com/jobs/provincial-project-assistant-8546
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