TVET Administration Officer

Workplace Circumstances

• Environment: Office
• Languages: English, Khmer
• Location: Kampong Chhnang Province

Position Summary

The TVET Administration Officer supports the smooth delivery of training programs through accurate records, coordinated schedules, and timely administrative support. The role maintains student and course documentation, supports instructors, and prepares reports in line with organizational procedures.

REPORT TO : TVET Academic Coordinator

FUNCTION : SGC TVET School

SALARY : Competitive

Duties & Responsibilities

• Student Administration and Records
• Maintain accurate, up-to-date student records covering applications, enrollment, attendance, absences, assessment results, withdrawals, and completion.
• Coordinate student registration, orientation, class lists, and administrative communication.
• Organize student files, protect confidential information, and manage access in line with organizational procedures.
• Training and Course Coordination
• Maintain training schedules, timetables, classroom bookings, and examination schedules.
• Support the preparation and distribution of training materials and classroom resources.
• Monitor the availability of training facilities, equipment, and supplies, and report issues to the responsible team.
• Coordinate with the TVET Academic Coordinator and instructors to communicate schedule changes and important course information to students before the changes take effect.
• Documentation and Reporting
• Maintain organized course-delivery records, instructor-hour logs, and training-activity documentation.
• Prepare enrollment, attendance, course-progress, and completion reports according to the agreed reporting schedule.
• Compile requested documentation for internal reviews, audits, accreditation, and compliance reporting by the agreed deadlines.
• Operational and Financial Administration
• Prepare and submit administrative requisitions for training materials, equipment, and operational supplies through the established approval process.
• Compile and submit supporting documents to Finance for instructor payments, teaching hours, per diem, and approved training expenses; refer approval decisions to the authorized approver.
• Maintain records of approved purchases, inventory, and resource utilization as assigned.
• Track administrative deadlines, follow up on outstanding documents and actions, and flag items at risk of delay.
• Communication and Stakeholder Coordination
• Serve as an administrative contact for students, instructors, and relevant internal departments.
• Circulate meeting invitations, prepare minutes, and track agreed action items and deadlines.
• Support communication with external training partners as assigned, referring decisions outside the role’s authority to the responsible coordinator.
• Escalate unresolved operational issues, missing documentation, and potential delays through the agreed reporting process.

Benefits

• Health Insurance
• Accommodation Provided
• Seniority Payment
• Three Meals Provided Daily
• Weekend Shuttle Bus Service to and from Phnom Penh
• Supportive and Collaborative Working Environment

Languages

• Khmer - Fluent is required
• English - Basic is preferred

Qualifications

• Bachelor's Degree in Business Administration, Education Administration, Management, Office Administration, or a related field; an associate degree or relevant diploma with substantial administrative experience may also be considered.

General & Technical Skills

• Prior work experience is not required for applicants meeting the degree requirement; fresh graduates are eligible.
• Experience in administration, program coordination, education, or training, particularly in a TVET institution, educational organization, NGO, or training center.
• Use Excel to maintain tracking spreadsheets, Word to prepare documents and simple reports, and Outlook to manage email correspondence and meeting invitations.
• Organize digital and physical files, update records accurately, and coordinate schedules.
• Handle confidential student, staff, and organizational information responsibly.
• Learn student record systems, new digital tools, and administrative procedures.
• Ability to prepare simple presentations using PowerPoint.
• Communicate clearly in written and spoken Khmer.
• Basic English communication skills for emails and workplace coordination.

Soft Skills

• Attention to Detail: Ensures records, schedules, and reports are accurate and complete.
• Planning and Organization: Manages multiple administrative tasks and deadlines effectively.
• Accountability: Takes ownership of assigned tasks and follows through to completion.
• Communication: Shares clear, timely information with students, instructors, and colleagues.
• Coordination and Teamwork: Works collaboratively across departments to support training delivery.
• Problem-Solving: Identifies administrative gaps and takes appropriate action.
• Confidentiality and Integrity: Handles student, staff, and organizational information responsibly.
• Service Orientation and Learning: Provides respectful, responsive support and learns new tools and procedures.