Administrative Officer
Position Summary Expectations - Duties, Responsibilities
Job Overview:
SSTC is seeking a new Administrative Officer who can support our mission and shares our core values. The position reports to the Organizational and Fundraising Director. This is a pivotal role for SSTC’s operations, and the post holder will be responsible for ensuring smooth administrative operations. This includes maintaining key relationships with government entities and partner hospitals, managing financial records, and coordinating communication between SSTC and its funding and development partner, Speech Therapy Cambodia. The role requires strong organizational, communication, and bilingual translation skills (Khmer and English) to support SSTC’s programs and strategic initiatives.
Hours, compensation and benefits
- One-year part time contract, renewable based on performance and agreement.
- Salary is $367/month during 3-month probation, rising to $387/month following probation.
- Salary above is for part time - 0.55 WTE (19.25 hours per week). Working schedule to be negotiated.
- A yearly bonus of one month’s salary (based on current salary) is provided at the end each year worked (based on satisfactory performance).
- Eligible for a 3% salary increase yearly (based on previous year’s salary and performance).
- Compensatory time-off is offered in accordance with internal policy
- Time off includes all Cambodian official public holidays.
- Work-related travel costs are covered by the organization (excludes routine travel to and from office)
- Annual paid leave in accordance with Cambodian law and internal policy.
- Sick leave is taken in accordance with internal policy and Cambodian law.
- 3 Packages of National Social Security Fund such as retirement pension, health insurance, and work accident.
- Employee taxes are covered by SSTC.
- General Administration:
- Provide comprehensive administrative support to the organization to ensure it fully meets its strategic goals, fundraising targets and project aims. This may include providing new staff orientation; carrying out administrative tasks for senior staff, subject matter experts (SMEs) or the Board of Directors; representing the organization at meetings with potential new stakeholders; providing support for grant writing and fundraising activities; maintaining accurate document filing systems; organizing meetings.
- Provide occasional interpretation and translation services between Khmer and English – for example for formal reports, during ministry or hospital meetings, or for emergency cover for SSTC’s projects
- Provide support to help plan, implement and oversee SSTC projects, as requested by senior staff, SMEs or the Board of Directors
- Under direction and with support, manage SSTC's social media including:
- Facilitating the gathering of stories and AV content (e.g., liaising with relevant others such as photographers, hospitals or volunteers to plan video / photo shoots)
- Ensuring adequate, accurate consent is gained for photos/videos/audio recordings and properly stored
- Developing a social media timeline and creating posts for Facebook, Instagram and other social media
- Monitoring and responding to Facebook and other generic messages.
- Updating SSTC website under direction, as needed
- Government, Hospital and other stakeholder Relations:
- With senior support, maintain and manage relations between SSTC and relevant government ministries.
- Fully manage all documentation and paperwork required for Government ministries. For example, official reports, such annual ministry reports, or reapplication for Memorandum of Understanding (MOU) with the Ministry of Health, documents relating to office changes, board member updates, status with the Ministry of Interior, and tax compliance with the Ministry of Economics. Management of these documents includes writing, preparing, organizing/storing/archiving, submitting, and tracking required renewal timelines.
- With senior support when needed and under own initiative: establish, foster, coordinate, and maintain partnerships with existing and new stakeholders (such as hospitals). Specific relevant duties may include:
- Full management of relevant documentation (as above) such as MOUs.
- Supporting senior staff , the board or SMEs to conduct stakeholder reviews
- Collaborating with the relevant internal staff (e.g., Project Managers) and external stakeholders (e.g., hospital administrators) to ensure smooth administration of the UP project and other future projects
- Support the establishment of new stakeholder relationships (e.g., setting up and attending meetings, preparation and sharing of documents and general facilitation of communications)
- Liaise and collaborate with existing stakeholders (e.g., hospital administrators) to maintain and grow relationships and ensure the smooth running of projects.
- Participating in events such as annual conferences or planning meetings.
- Financial Records and Accounting:
- Under instruction from senior staff and the Board of Directors, track finances and maintain comprehensive financial records, including:
- Monthly financial reports to Speech Therapy Cambodia (STC).
- Processing staff salaries, office rent, taxes, supplies, and other expenses.
- Maintaining and reconciling the Petty Cash account.
- Balancing the SSTC budget with ABA bank account statements.
- Managing pension forms, accounting, and reimbursement receipts.
- Liaise with SSTC’s accounting firm to ensure accurate financial reporting, including:
- Monthly tax reviews and expense reports
- Semi-annual financial reporting
- In-person meetings as required
- STC and Rotary /UP project co-ordination
- Maintain communications as required with Speech Therapy Cambodia (STC), including:
- Submitting activity reports as required
- Responding to requests from STC President regarding SSTC updates or activities.
- For the duration of the UP Project: Collaborate with the Rotary Project Manager (PM) to support the UP course and Rotary Volunteers (RVs), including:
- Completing the Rotary project ‘’Vocational Training Team Lead’’ duties and written report
- Providing relevant organizational orientation to volunteers
- Picking up newly arrived Rotary Volunteers from the airport on arrival in Phnom Penh, or arranging for secure pickups by taxi
- Supporting the PM to write the interim and final Rotary Global Grant reports.
- Supporting the PM and clinical lead to problem solve issues relating to UP Project.
- Assisting the PM when requested, for other arrangements such as trouble-shooting problems with the Rotary apartment or assisting Rotary Volunteers in urgent situations when the PM is not available.
- Assisting the PM with tasks on request during extremely busy periods, such as preparing trainee logbooks and materials, or organizing the graduation ceremony.
- SSTC Team Coordination:
- Attend and actively participate in SSTC Team meetings, including:
- Taking, disseminating and storing accurate minutes of team meetings.
- Tracking executive duties as per Ministry of Interior regulations.
- Scheduling and sharing rotational leading of SSTC internal meetings
- Ensure office stocked (e.g., stationary), fit for purpose and functioning.
- Liaise with relevant others to purchase resources required for optimal organizational function (e.g., updated technology)
- Support smooth running of SSTC Board meetings by:
- Providing administrative support (e.g., booking room for meeting, circulating meeting minutes, other administrative support as requested)
- Coordinating as required with the Ministry of Interior (e.g., restructuring board composition)
- Accurately and clearly storing up-to-date versions of key documentation (hardcopy and digital) including staff contracts, MOUs, and policies
- Tracking renewal dates for relevant documentation (e.g. MOUs, staff contracts, policies) and initiating timely renewal of these with relevant stakeholders
- Support senior staff to manage SSTC’s HR functions. This may include:
- Conducting new staff orientation
- Procuring ID badges, keys, uniforms and other items required to facilitate staff/volunteers to work
- Assisting in hiring and interviewing of other staff, as requested
- Facilitating the implementation of relevant staff policies at local level, for example by disseminating relevant policies to staff, managing leave requests, and tracking relevant data clearly and accurately.
- Contributing to review of internal policy, guidance or other documentation when requested (such as checklists or frameworks)
- Proven experience in administrative support, financial record-keeping, and coordination roles.
- Bilingual proficiency in Khmer and English (written and spoken).
- Strong organizational and multitasking abilities.
- Experience with social media content creation and monitoring (Facebook and Instagram).
- Familiarity with government reporting requirements and procedures.
- Proficiency in financial management and collaboration with accounting firms.
- Excellent interpersonal and communication skills for maintaining stakeholder relationships.
- Ability to work positively with a cross-cultural team
- Self-motivated to work independently
