Administrative and Contract Management Assistant

Workplace Circumstances

• Environment: Office
• Languages: English, Khmer
• Location: Phnom Penh

Position Summary

Administrative and Contract Management Assistant, Ref. No: MOI-INV-17

The consultants will be based at the Project Management Unit

Duties & Responsibilities

• Administrative Support
• Assist in preparing requests and arrangements for meetings, including preparation of meeting requests, invitations, agenda, participant lists, meeting materials and related administrative documents as requested.
• Support the PMU in tracking administrative actions and ensuring that requested documents and arrangements are followed up in a timely manner.
• Assist in organizing and coordinating training, workshops, consultations and other project events, including venue arrangements, invitations, participant registration, materials, logistics and supporting documentation.
• Maintain organized electronic and hard-copy filing systems for administrative correspondence, meeting documents, training/workshop records and other PMU documents, in coordination with relevant PMU staff.
• Assist in preparing meeting minutes, attendance records, action points and follow-up list.
• Assist with routine coordination and communication among PMU staff, consultants, contractors, service providers and relevant government counterparts, as assigned.
• Contract Management Support
• Maintain a contract tracking matrix to monitor the submission of deliverables, milestones, implementation progress, payment milestones, deadlines, pending actions, and responsible persons for contracts managed by the PMU.
• Monitor the upcoming and overdue deliverables and contractual deadlines by providing reminders and follow up with responsible PMU staff, consultants, contractors, and service providers.
• Assist in reviewing contract progress reports and participating in monitoring meetings or field visits; record key progress, delays, issues, risks, and agreed actions.
• Coordinate with Procurement, Finance, and technical officers to keep contract information consistent and prepare periodic contract status summaries for PMU review and project reporting.

Languages

• Khmer - Fluent
• English - Fluent

Qualifications

• Bachelor's Degree in Business Administration, Commerce, Law, Engineering, or other relevant field

Work History

• Carrying out administrative services under bilateral/multilateral funded projects/programes including WB, ADB, EU and other development donors for 5 years as a minimum

General & Technical Skills

• Experience in office management, project operation and procurement will be an advantage;
• Fluency in written and spoken English and Khmer and good report writing skill.

Soft Skills

• Ability to work independently, provide trainings and work as a team, manage multiple tasks, and meet deadlines under pressure;
• Demonstrated ability to consult and work cooperatively with others as a team; and