Operations Coordinator
Position Circumstances
- Career Category: Exec. / Management, Operations Management, Accounting, Business Administration
- Schedule:Full-time
- Salary: Negotiable
Cambodian national.
Starting date: As soon as possible
The AIP Foundation is seeking a full-time position of Operations Coordinator (OC) who is based in Phnom Penh, Cambodia and reports directly to the Country Directo (CD).The Operations Coordinator will support the day-to-day operations, administration, finance coordination, HR administration, procurement, logistics, and office support functions of AIP Foundation Cambodia. The position is designed as a hybrid Operations and Program Administration role to ensure smooth office operations while also providing practical administrative and logistical support to Cambodia program activities.
The Operations Coordinator will work closely with the Country Director, Program Manager, Program Officers, Program Assistants, Finance Assistant, Finance Team, HR Officer, and other relevant team members to ensure that operational and program administration processes are well coordinated, properly documented, and completed in a timely and compliant manner.
Key Responsibilities
The responsibilities listed below are inclusive, but not exhaustive, of the role. It is reasonable to assume that additional tasks will be required, as and when necessary.
Duties & Responsibilities:
- Office Operations and Administration
- Coordinate day-to-day office administration and general office support for AIP Foundation Cambodia.
- Maintain proper filing systems for office, operational, HR, procurement, finance, and program administration documents.
- Support office supplies, equipment, inventory, asset management, and vendor coordination.
- Coordinate office logistics, meeting arrangements, travel bookings, accommodation, transportation, and other administrative arrangements as required.
- Support the preparation, collection, and filing of administrative documents, internal forms, correspondence, and approvals.
- Support the maintenance of office systems, records, and compliance-related administrative files.
- Coordinate with vendors, service providers, landlords, government offices, and other external parties on routine administrative matters.
- Support the Country Director and team members with general administrative coordination as needed.
- Procurement and Vendor Coordination
- Support procurement processes in accordance with AIP Foundation policies and donor requirements.
- Receive and check approved purchase requests and supporting documents before processing.
- Coordinate quotations, comparison tables, purchase orders, supplier communication, and related procurement documentation.
- Support procurement and payment documentation for office operations and program activities.
- Maintain proper records of procurement files, vendor information, contracts, invoices, receipts, and payment supporting documents.
- Coordinate with the Finance Assistant, Finance Team, and relevant requesters to ensure procurement and payment processes are completed accurately and on time.
- Finance Administration Support
- Provide finance administration support under the guidance of the Country Director and Finance Team.
- Coordinate with the Finance Assistant to ensure that invoices, receipts, contracts, payment requests, and other supporting documents are complete and properly filed.
- Support monthly closing preparation by collecting and organizing relevant documents and information.
- Support the preparation and entry of basic information for donor financial reports, where required, under the guidance of the Finance Team.
- Support audit preparation by organizing finance, procurement, HR, and administrative supporting documents.
- Coordinate with the Finance Assistant and Finance Team on payroll input, tax, NSSF/social security, and other routine finance administration matters where required.
- The Operations Coordinator is not responsible for overall financial management, budget ownership, financial forecasting, or final approval of financial reports.
- HR Administration Support
- Support HR administration for Cambodia staff, consultants, volunteers, and interns in coordination with the HR Officer and Country Director.
- Maintain and update staff records, consultant files, contract files, leave records, attendance records, insurance/benefit records, and other HR-related documents.
- Support the preparation and collection of HR forms, onboarding documents, offboarding documents, contract documents, and supporting paperwork.
- Provide payroll input and leave/attendance information to the relevant Finance/HR colleagues when required.
- Support coordination of recruitment administration, including posting vacancies, receiving applications, arranging interviews, collecting interview records, and filing recruitment documents.
- Support local staff documentation and basic compliance records as required.
- Coordinate with HR Officer on HR policy implementation and employee documentation, but not independently develop or manage HR policies.
- Program Administration and Logistics Support
- Provide administrative and logistical support to Cambodia program activities as assigned by the Country Director.
- Support logistics for workshops, meetings, trainings, field visits, consultation meetings, and program events.
- Coordinate venue booking, transportation, accommodation, participant lists, attendance sheets, meeting materials, refreshments, interpretation/translation arrangements, and other event logistics.
- Support procurement and payment documentation for program activities, including quotations, supplier documents, invoices, receipts, payment requests, and supporting files.
- Provide administrative coordination support for ongoing and upcoming Cambodia programs, as assigned.
- Support communication and coordination with partners, government agencies, schools, factories, community stakeholders, vendors, and service providers on administrative and logistical matters.
- Collaborate with Program Assistants and program team members with administrative coordination where needed.
- The Operations Coordinator will not be responsible for technical program design, technical implementation, donor technical reporting, or programmatic decision-making, unless specifically assigned and supported by the relevant Program Manager/Country Director.
- Compliance and Records Support
- Support the maintenance of basic compliance records related to office administration, HR administration, procurement, finance documentation, and program administration.
- Support the Country Director and relevant teams in preparing documents required for local administrative or compliance purposes.
- Maintain organized records for audits, donor reviews, internal reviews, and operational reference.
- Coordinate with Finance, HR, and Operations colleagues to ensure that required documentation is complete and accessible.
- Monitor routine administrative deadlines and support timely follow-up with relevant colleagues.
- Coordination and Communication
- Serve as a coordination point for office administration and program administration support within the Cambodia Office.
- Coordinate with the Country Director, Program Manager, Program Officers, Program Assistants, Finance Assistant, Finance Team, HR Officer, and Global Office colleagues as required.
- Ensure timely internal communication and follow-up on administrative, procurement, finance documentation, HR administration, and program logistics matters.
- Escalate issues, delays, compliance concerns, or missing documentation to the Country Director and relevant colleagues in a timely manner.
- Contribute to a collaborative, organized, and responsive office working environment.
- Other Duties
- Perform other reasonable operations, administration, finance administration, HR administration, procurement, logistics, and program administration tasks as assigned by the Country Director.
- Support transition, handover, and process improvement efforts to strengthen the Cambodia Office’s operational efficiency and documentation system.
Expected Profile of Candidates
Languages:
- Khmer - Good
- English - Good
Qualifications:
- Bachelor's Degree in Business Administration, Management, Accounting, Finance, Development Studies, Social Sciences, or a related field.
Skills & Knowledge:
General & Technical Skills
- At least 2–4 years of relevant experience in office administration, operations support, finance administration, procurement, logistics, HR administration, or program administration.
- Experience working with NGOs, INGOs, development organizations, or donor-funded projects is an advantage.
- Good understanding of administrative, procurement, finance documentation, HR administration, and office support processes.
- Experience supporting workshops, meetings, trainings, field activities, or program events.
- Ability to manage multiple tasks, follow up on deadlines, and maintain accurate records.
- Good communication skills in Khmer and English, both written and spoken.
- Good computer skills, including Microsoft Word, Excel, PowerPoint, Outlook, Google Drive, and online communication tools.
- Ability to work collaboratively with program, finance, HR, and management colleagues.
- Prior experience supporting procurement, payment documentation, donor-funded activities, audit preparation, or local compliance documentation.
- Basic knowledge of Cambodia labor, tax, NSSF, or NGO administrative requirements is an advantage.
- Experience coordinating with government partners, vendors, service providers, schools, factories, or community stakeholders is an advantage.
- Ability to improve filing systems, tracking tools, and administrative workflows
Soft Skills
- Good organizational and time management skills with strong attention to detail.
- Proactive, responsible, service-oriented, and willing to support both office operations and program administration needs.
- Ability to travel locally for program or office-related activities when required.
