Supporting Staff for Administration and Project Management
Project: Higher Education Improvement Project – Phase 2 (HEIP 2)
Contract Type: Full-time with one-year contract and renewable based on performance and project need
Location: RUFA Campus, Phnom Penh
Reports to: RUFA Project Coordinator
The Supporting Staff for Administration and Project Management will provide essential assistance to the RUFA HEIP 2 implementation team, especially Project Coordinator in handling daily administrative, logistical, and project coordination tasks. This position plays a key role in ensuring the efficient execution of project activities while upholding the project’s objectives and compliance requirements.
- Administrative Support
- Maintain organized physical and digital filing systems for project documentation.
- Support the scheduling and coordination of meetings, workshops, and training sessions.
- Prepare and distribute agendas, minutes, and other relevant materials.
- Handle routine correspondence and communications related to HEIP 2.
- Project Support
- Provide logistical and clerical assistance for procurement, recruitment, and reporting processes.
- Coordinate with internal departments and external stakeholders involved in project activities.
- Monitor progress on project deliverables and support follow-up on pending tasks.
- Assist with data entry, documentation, and record-keeping for monitoring and evaluation.
- Carry out other tasks as assigned by the Project Coordinator.
- Bachelor’s degree in Business Administration, Management, Education, or a related field (or equivalent combination of ongoing study and relevant experience).
- Minimum of one year of experience in administrative or project support; experience with donor-funded projects is an advantage.
- Basic understanding of project management principles and administrative procedures.
- Strong organizational and time-management skills.
- Proficiency in Microsoft Office applications (Word, Excel, PowerPoint).
- Ability to work effectively both independently and collaboratively within a team.
- Strong communication skills in Khmer; basic proficiency in English is an asset.
Supporting Staff for Finance and Procurement
Project: Higher Education Improvement Project – Phase 2 (HEIP 2)
Contract Type: Full-time with one-year contract and renewable based on performance and project need
Location: RUFA Campus, Phnom Penh
Reports to: RUFA Project Coordinator
The Supporting Staff for Finance and Procurement will assist the RUFA HEIP 2 implementation team with daily finance, procurement, logistical, and project coordination tasks. This role is critical to ensuring the efficient and compliant implementation of project activities in line with the project’s objectives.
- Finance Support
- Support daily finance-related tasks and processing.
- Provide logistical and clerical assistance for finance and reporting processes.
- Maintain organized physical and digital filing systems for project documentation.
- Coordinate with internal departments and external stakeholders involved in the project.
- Monitor progress on project deliverables and support follow-up on pending tasks.
- Assist with data entry and documentation for monitoring and evaluation purposes.
- Collect and organize invoices, receipts, and other supporting financial documents.
- Ensure compliance with RUFA financial procedures and HEIP 2 guidelines.
- Prepare and distribute agendas, minutes, and other relevant meeting materials.
- Procurement Support
- Support daily procurement-related tasks and processing.
- Provide logistical and clerical assistance for procurement and reporting processes.
- Maintain organized physical and digital filing systems for project documentation.
- Research and identify potential suppliers and vendors.
- Assist in preparing and updating the Procurement Plan for RUFA/HEIs, and support the consolidation of plans by the Procurement Unit (PU), ensuring updates are made at least annually or as required to reflect implementation needs.
- Obtain price quotations and support negotiations on terms and conditions.
- Assist in supplier evaluation and qualification, while staying updated on procurement regulations and best practices.
- Contribute to cost analysis and cost-saving initiatives, helping to identify opportunities for efficiency without compromising quality.
- Ensure compliance with RUFA procurement procedures and HEIP 2 guidelines.
- Coordinate closely with the PU, technical departments/units, and other stakeholders to ensure timely submission of technical inputs such as drawings, specifications, and site surveys required for procurement.
- Prepare and distribute agendas, minutes, and other relevant meeting materials.
- Bachelor’s degree in Business Administration, Management, Finance, IT, or a related field (or ongoing study with relevant experience).
- Minimum of one year of experience in finance or procurement support; experience with donor-funded projects is an advantage.
- Basic understanding of financial and administrative procedures in project settings.
- Strong organizational and time-management skills.
- Proficiency in Microsoft Office applications (Word, Excel, PowerPoint).
- Ability to work effectively both independently and collaboratively within a team.
- Strong communication skills in Khmer; basic proficiency in English is desirable.
