Operations Coordinator – Admin and HR
- Career Category: Exec. / Management, Business Administration, HR
- Schedule:Full-time
- Salary: Negotiable
Base Location: Phnom Penh, Cambodia (with support to China operations)
Job Level: 4
Contract Type: UDC
Contract Period: 12 months, subject to availability of funds
Budget Approved: TBD
Expected Start Date: April 2026
Report to: Senior Coordinator – Admin and HR
CHAI is seeking a detail-oriented, proactive, and highly organized Operations Coordinator to support the operational functions of both the Cambodia and China country offices. This position plays a critical cross-country role, providing dedicated administrative and operational support to two country teams — China and Cambodia — ensuring consistency, compliance, and efficiency across both offices. Reporting to the Cambodia Sr. Coordinator for HR and Admin, the Operations Coordinator will be responsible for a broad range of human resources, compliance, and administrative tasks that are critical to the smooth functioning of both teams.
The ideal candidate is a self-starter with strong organizational skills, the ability to manage multiple priorities under tight deadlines, and a commitment to accuracy and compliance. This role requires excellent communication skills and the ability to work collaboratively with internal teams and external stakeholders across different time zones and cultural contexts. The estimated workload is approximately 50% for China and 50% for Cambodia team.
- Human Resources Administration (~30%)
- Coordinate end-to-end recruitment processes for Cambodia and China offices, including posting vacancies, managing applicant tracking, screening candidates, scheduling interviews, and preparing offer packages and contracts in coordination with the Senior Coordinator.
- Prepare and process Personnel Action Forms (PAFs), employment contracts, and contract amendments for new hires, extensions, and separations across both country offices.
- Manage onboarding and offboarding processes, including orientation scheduling, IT setup coordination, documentation collection, and exit procedures.
- Maintain staff records and HR compliance documentation, including work permits, visa processing, labor ministry registrations, and staff movement filings required under Cambodian labor law.
- Administer leave management and attendance tracking systems; generate periodic reports and flag discrepancies to the Senior Coordinator.
- Support the annual medical insurance renewal process, including gathering staff data, liaising with providers, and responding to staff inquiries on coverage.
- Contracting, Procurement & Compliance (~40%)
- Support the preparation and processing of consultant contracts, vendor agreements, and subgrant documentation in coordination with the Finance Manager (award management) and Senior Coordinator.
- Conduct procurement processes in accordance with CHAI policy, including preparing purchase requests, obtaining quotations, performing due diligence and Watchdog screening checks, and maintaining complete procurement files.
- Maintain compliance registers and documentation, including fixed asset inventories, vendor records, conflict of interest disclosures, and donor-specific requirements.
- Support internal and external audit and compliance exercises by organizing and producing required documentation.
- Draft and update standard operating procedures for operational processes, flagging opportunities for improved efficiency and consistency to the Senior Coordinator.
- Support grant financial administration by organizing documentation for budget tracking, donor reporting, and grant close-out processes under the Finance Manager’s guidance.
- As assigned provide administrative support to process financial transactions including expense reports, reimbursements, and advance settlements in accordance with CHAI financial policies, coordinating with the Accountant and Finance Manager.
- Assist with monthly data collection and consolidation of cash requests, under direction from Finance Managers for Cambodia & China.
- Administrative Support and Logistics (~30%)
- Coordinate office operations including workspace management, equipment and supplies inventory, IT liaison for troubleshooting, and vendor relationships for office services and maintenance.
- Support logistics for staff travel, events, retreats, and visiting staff or consultants, including travel arrangements, accommodation, and per diem processing.
- Manage vehicle scheduling and coordinate with drivers to ensure efficient support to program teams for field travel.
- Maintain organizational records including org charts, staff contact lists, security guidance documents, and shared calendars for both offices.
- Khmer - Fluent
- English - Fluent
- Bachelor's Degree in Business Administration, Public Administration, Human Resources, or a related field.
- Relevant work experience in operations, HR administration, procurement, or compliance support roles, preferably in an NGO, international development, or global health setting for 2 to 3 years as a minimum
- Demonstrated ability to manage multiple concurrent tasks and processes across functional areas, with strong attention to detail and commitment to accuracy.
- Working knowledge of procurement processes, compliance frameworks, or contract administration.
- Experience with HR administration, including recruitment coordination, onboarding, and contract preparation.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and document management platforms such as Box or SharePoint.
- Proficiency in Chinese (Mandarin) is a strong advantage given the cross-country support role.
- Experience supporting audit or compliance exercises, including organizing documentation and maintaining compliance registers.
- Familiarity with donor-funded grant management processes, including budget tracking and financial reporting documentation.
- Experience with expense management and travel booking platforms (e.g. Concur)
- Strong written and verbal communication skills in English and Khmer.
- Demonstrated discretion and ability to handle confidential information with professionalism.
- Ability to work independently and collaboratively across cross-functional teams and across different time zones.
