Senior Operations and Administration Assistant

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Description

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POSITION SUMMARY

The Senior Operations and Administration Assistant will provide coordination and administration support for the implementation of sustainable energy, climate actions and operations team. S/he will coordinate with GGGI Cambodia team and liaise with relevant government agencies, partners, and other stakeholders.

The Senior Operations and Administration Assistant’s responsibilities will focus on coordinating project activities, including organizing meetings, facilitating stakeholder engagement, and supporting event preparation. Additionally, responsible for maintaining and verifying project/output level budget execution and controls in line with GGGI policies, setting up procurement plans, hiring and onboarding plans, and contract management in keeping with GGGI policies, standards, and donor requirements.

The position will directly report to the Operations and Governance Officer as Direct Manager and the Country Representative as Secondary Manager. S/he will work closely with other team members of the sustainable energy unit of GGGI Cambodia, liaise with key Operations Enabling Division units in GGGI’s HQ, and support communication with counterparts within the governments of Cambodia and/or project partners/stakeholders as needed. 

PURPOSE

• The role of the Senior Operations and Administration Assistant is to ensure process integrity in program operation and specific project/output delivery, fully meeting established institutional policies, standards, and donor requirements across budget execution, procurement & HR processes implementation, and other operational functions.
• Monitor and report on project and workstream activities to ensure efficiency and consistency with established workplans to support program management.
• Support the monitoring of project budget and track expenditures to ensure that program resources are optimally allocated and utilized.

ENGAGEMENT

The Senior Operations and Administration Assistant will work as a part of the GGGI Cambodia Country Program and be based in Phnom Penh. The incumbent will conduct the following tasks, among others:

• Engage with public counterparts including the Ministry of Industry, Science, Technology & Innovation (MISTI), Ministry of Environment (MOE), project implementing partners, and relevant stakeholders during the project implementation.
• Further, s/he will coordinate closely with the GGGI team to ensure that all project activities are effectively aligned with GGGI’s operational goals, standards, and policies, focusing on technical accuracy and consistency in project delivery.
• Support the energy team in adhering towards government and donor’s priorities and guidelines.
• Identify issues and risks that will affect consistent program and delivery and report to the manager.
• Identify issues from across projects and workstreams and advise project staff on remedial measures in order to maintain the integrity of delivery.
• Communicate programs needs to service providers/suppliers and ensure that services/products are delivered in line with established agreements.
• Liaises with OED in GGGI headquarters to be in line with GGGI practices and procedures.

DELIVERY

• Organize and coordinate conferences/workshops/capacity building/meetings and documentation, including preparing necessary materials and taking meeting notes, in close collaboration with the project team.
• Develop and manage detailed budget execution plans and schedules in line with yearly work programs and budget lines.
• Develop and monitor procurement plans and requisition procedures in line with yearly work programs and budget lines.
• Support the development of project hiring plan and manage onboarding procedures based on approved headcount.
• Place initial screening and controls on country office spending, procurement requests, and contract issuance.
• Verify data and ensure data entry and document consistency from spending and expenses of specific project/output management.
• Consolidate financial documentation for projects and ensure accuracy of project financial reporting.
• Provides general administrative support by maintaining filing systems (both physical and digital) and databases for the work unit and assists in providing office software and equipment support.
• Attend meetings, prepare minutes, and circulate to the team or stakeholders.
• Provide research support required by the project teams.
• Prepare reports, memos, letters, presentations, and other documents.
• Arrange for travel, accommodation, and logistical support for the team and stakeholders.
• Assist the Country Representative (CR) with meetings, travel arrangements, and other logistics/duties as an executive assistant to the CR.
• Assist in office management.
• Any other duties assigned.

REQUIREMENTS

QUALIFICATIONS

• Bachelor’s degree in business administration, finance, accounting, human resources, or other related field of study required.
• Certifications in accountancy, project management, human resources management, procurement, database management, information technology systems, knowledge management/communications welcome.
• Minimum 3 years of professional work experience relevant to this position,
• Work experience working with an international organization, and/or in an English-speaking work environment will be an important advantage,
• Advanced ability to communicate verbally and in writing in Khmer, and English required.
• Experience in working with the government, particularly with MISTI, MOE, and non-governmental organizations on a day-to-day basis is preferred.
• Experience working with multi-cultural and international organizations is preferred.
• Experience in organizing events in a dynamic environment with a variety of stakeholders is highly preferred.
• Willingness for frequent travels to the participating factories is a must.

Source: https://careers.gggi.org/vacancy/senior-operations-and-administration-assistant-579751.html

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