Administrative Assistant
- Career Category: Assistant, Business Administration, Social Work
- Schedule:Full-time
- Salary: $351 - $369 Negotiable
Post Lever : SL2
Duty Station : Phnom Penh (with occasional field travel)
Report to : Admin and Procurement Officer
Contract length : 1 year, renewable subject to effective performance and fund availability
Position Summary:
The Administrative Assistant reports directly to the Admin and Procurement Officer. The core responsibility of the Administrative Assistant is to support the Civil Peace Service (CPS) Project by providing effective coordination, documentation, communication, and logistical support to ensure timely and smooth implementation of project activities. The position assists with organizing events, meetings, missions, and partner engagements, while maintaining accurate records and facilitating communication among CPS teams and stakeholders. In addition, the role provides essential logistical arrangements such as traveling, venue preparation, and materials management to strengthen project delivery. The Administrative Assistant also support to the Admin and Procurement Officer, focusing on Office Management, communication, and providing administrative support to CCC.
Key Expected Results:
The Administrative Assistant is expected to provide efficient, accurate, and timely support to ensure the smooth implementation of CPS project and CCC organizational activities. Well-organized documentation and effective filing systems will contribute to quality project monitoring, reporting, and institutional memory. Through strong coordination and clear communication, the Administrative Assistant will enhance collaboration among CPS partners, CSOs, and internal teams. Overall, the role strengthens CCC-CPS project and CCC's operational effectiveness, enabling to focus on peacebuilding initiatives and the achievement of CCC's objectives.
- Key Function and Major Responsibilities:
- The Administrative Assistant is expecting to achieve the following key performance output:
- CPS Project Coordination & Administrative Support
- Provide comprehensive administrative and coordination support to the National CPS Coordinator, CPS Specialist, and CPS Worker to ensure smooth and effective implementation of all CPS activities.
- Assist in planning, organizing, and following up on CPS project activities, including meetings, workshops, trainings, field visits, and missions.
- Prepare meeting minutes, attendance lists, activity summaries, and basic reports, ensuring timely submission and proper archiving.
- Support in facilitate communication and information flow among CPS team members, partner CSOs, the CPS working group, and CCC staff
- Support integration of CPS activities within CCC’s processes and ensure alignment with internal operational requirements.
- Documentation, Filing & Logistical Support for CPS Activities
- Maintain and update organized filing systems (hard and soft copies), ensuring accurate tracking, SRI documentation, and proper records management.
- Coordinate with internal units to ensure complete and timely documentation of CPS activities.
- Provide logistical support for CPS events and activities, including venue coordination, travel arrangements, materials preparation, participant communication, and follow-up tasks.
- Assist CPS team members in preparing and organizing supporting documents (e.g., receipts, settlement attachments, invoices) and responding to finance queries when needed.
- Support the preparation, dissemination, and proper archiving of CPS-related communication and promotional materials.
- Other Administrative & Procurement Support to CCC Operations
- Office Management: support admin and procurement officer in maintaining the office environment and equipment, including arranging meeting rooms and managing office supplies and publications.
- Communications Management: support in handling all incoming and outgoing correspondence, answer phones, manage mail distribution, and ensure timely and professional communication.
- Administrative Support: Assist with general administrative tasks such as copying, scanning, and printing. Support the Admin Officer in overseeing logistics and maintaining accurate counts of fixed assets and inventory as required.
- Perform additional tasks as required by CPS specialist or CCC senior management within the scope of authority and responsibility.
- Impact of Results:
- The Administrative Assistant will contribute to the following outcomes of CCC:
- Improved quality of CSO services
- Improved enabling environment for CSOs;
- Increased collaboration among CSOs;
- Increased capacity of CCC in performing its roles as CSO coordinator, networker and advocate.
- Khmer - Good
- English - Good
- Bachelor's Degree in social science field or business administration or a related field
- At least relevant experience working with NGOs for 2 years
- Office Skills: good in common office applications (Word, Excel, email, online meeting tools) and filing systems.
- Familiarity with project management and coordination with different stakeholders.
- Basic Knowledge of CSO and Peace Work: Awareness or willingness to learn about civil society organizations, peacebuilding, conflict prevention, and development work.
- Coordination and Support Skills: good experiences in supporting multiple activities and teams, prioritize tasks, and meet deadlines in a dynamic work environment.
- Administrative and Organizational Skills: good experiences of managing documentation, schedules, records, and logistics with attention to detail and efficiency.
- Communication Skills: Good written and verbal communication skills in Khmer and English, including note taking, basic report writing, and formal correspondence.
- Interpersonal and Teamwork Skills: Ability to work effectively with staff, CSOs, partners, and diverse stakeholders in a respectful and service-oriented manner.
- Good experience in project management will be highly regarded
- Good communication skills.
- Good in both Khmer and English
