Admin and Finance Assistant
- Career Category: Accounting, Business Administration, Admin / Supervisory, Assistant
- Schedule:Full-time
- Salary: $300
Responsible to: Finance and Logistic Officer: secondarily to the Admin and Finance Officer
Unit: Finance and Administration
The position is full-time and based at the KdK office in Phnom Penh.
Main Responsibility
The Admin and Finance Assistant shall support the Finance and Administration team in preparing, checking, filing and archiving the financial, procurement and administrative documentation of the Interim Reparative Meassures (IRM) Project, shall provide logistical support to project meetings and events, and shall carry out other tasks as assigned by the line manager.
Purpose of the Job
The purpose of the position is to support the financial and administrative implementation of the GSF-funded IRM Project during Phase 2. Phase 2 is the most finance-intensive part of the project, due to the procurement volume of the Collective IRM, the direct financial transfers to survivors, and the number of activities still to be implemented before project closure. The position ensures that project documentation is complete, accurate and audit-ready, and allows the Finance and Administration team to maintain quality and meet reporting deadlines.
Scope of Authority
This is a support position. The Admin and Finance Assistant prepares, organizes and files documents. The position does not approve payments, does not select suppliers and does not make procurement decisions. All work is reviewed by the Admin and Finance Officer or the Finance and Logistic Officer.
Work Station: Based in Phnom Penh, with occasional travel to project sites.
Duration: As soon as possible to 31 October 2026, with possible extension to 31 December 2026, subject to project needs and available funding.
- Finance and Documentation Support
- Prepares daily financial vouchers, including advance vouchers, payment vouchers, receipt vouchers and journal vouchers;
- Checks that supporting documents are complete, signed and coded to the correct budget line before payment, and reports missing documents to the Finance Officer;
- Copies, scans, files and archives finance vouchers and supporting documents in line with donor requirements;
- Supports the entry of income and expenditure into the accounting system;
- Supports the management of office petty cash, including daily and monthly cash counts;
- Supports the issuing of advances for project expenses and the reconciliation of returned claims.
- Procurement Support (Collective IRM)
- Prepares and organizes procurement documents, including quotation requests, comparison sheets, purchase orders, delivery notes and supplier invoices;
- Maintains complete and well-ordered procurement files for each Collective IRM site;
- Follows up with suppliers on missing documents, receipts and signatures;
- Supports the Logistics and Procurement Officer with scheduling, filing and record keeping.
- Support to Survivor Payments
- Supports the preparation of documentation for direct transfers to survivors, including beneficiary lists, payment records and signed receipts;
- Checks that each payment file is complete and correctly documented before it is submitted for approval;
- Files and archives payment records so that they are ready for review and audit;
- Handles all beneficiary information with confidentiality and sensitivity.
- . Administrative, Logistics and Workshop Support
- Supports the Finance and Administration team with filing, scanning, copying, and paper and electronic archiving;
- Assists in preparing official letters in Khmer and English to relevant authorities, partners and suppliers;
- Supports the preparation of project meetings, workshops and events, including venue and accommodation booking, invitations and participant confirmations, preparation of materials, refreshments and transport arrangements;
- Supports the running of project meetings and events on the day, including registration, attendance lists, materials and equipment, and assistance to participants;
- Prepares and files the financial documentation arising from meetings and events, including advances, participant allowances, transport records and receipts;
- Supports the team in preparing for field visits, including transport and logistics arrangements;
- Takes notes in team and project meetings when requested.
- Perform other tasks as required by line manager
- Communicates Kdei Karuna Organisation's mission clearly and respectfully;
- Develops positive and collaborative working relationships with relevant internal and external stakeholders;
- Assists the line manager with other related tasks as required.
- Monthly salary: USD 300, funded from the approved IRM Project budget;
- Contract type: fixed-term project contract for the duration stated above;
- Leave entitlement and other benefits in accordance with KdK staff policy and national holidays, pro rata to the contract period;
- English - Basic
- Khmer - Good
- Undergraduate Degree in the final year of study
- Bachelor's Degree in accounting, finance, business administration, management or another relevant subject
- The Admin and Finance Assistant must fulfil the following conditions and have the following qualifications and experience. This is an entry-level position and applications from university students in their final year and from fresh graduates are welcome.
- Knowledge of standard office software applications, in particular Microsoft Word and Microsoft Excel and accounting software QuickBooks (it would be good).
- Previous experience in an office, finance or administration role, including internships.
- Proficiency in written and spoken Khmer, and basic working English (reading and writing);
- High level of accuracy and strong attention to detail in handling documents and figures;
- High level of commitment, reliability and honesty;
- Good planning and time management skills, and the ability to meet deadlines;
- Good interpersonal skills and the ability to work as part of a team and to follow established procedures;
- Sensitivity and respect when working with survivors, older people and community members;
- Confidentiality, integrity and professionalism are displayed in the execution of duties and personal conduct; and
- Strict adherence to KdK's Policy on the Protection from Sexual Exploitation, Abuse and Harassment (PSEAH).
