Executive Assistant, Finance & HR Admin

Location: Phnom Penh
Career Level:
Employment Type: Full Time
Start Date: Mon 02 December, 2019
Application Deadline: Fri 13 December, 2019

1. Job Outline

Subject to the terms and conditions of this Agreement, the Chamber hereby retains the Executive Assistant; Finance & Admin to assist in managing the day-to-day activities of the chamber, ensuring an efficient, productive, secure, and confidential work environment.

Support to Executive Director 20%:

Support communications with external parties, managing and monitoring priorities and schedule including meetings, travel, and pending tasks and responsibilities; stays cognizant of changing situations and priorities, makes independent decisions on re-balancing administrative support.
Creation of draft PowerPoint presentations and other presentations as needed
Actively promote the chamber at networking events and via communications to attract new members

Membership Coordinator (15%):

Support in managing all general enquiries to the Chamber about membership and manage current members enquiries
Maintain the Membership database and provide updates on upcoming and expiring memberships.
Implement the membership application workflow as required for new and departing members

Administrative & HR Support (15%):

Provide support in all HR matters (i.e employment contracts and new hire, internal staff training, updating employees queries on HR matters, compensations, annual leave and medical leave)
Responsible for record keeping, management and ensuring that logistical banking documents, approvals, and correspondences are current, centralized, and compliant with local, federal, donor, organizational, and bank policies and requirements.
Manage the inventory of marketing materials and office supplies

Events (10%):

Support the delivery of all Chamber events

Event registration and Sign-in
Collecting payment pre and during the event, ensuring there is sufficient float (pre arranged with finance)
Ensuring marketing materials and merchandise are present at events

Finance (40%):

Summarize the Chamber’s petty cash expenses (with accompanying original supporting documents) regularly.
Input into QuickBooks the Chamber’s expenses for both Chamber and DIT transactions regularly
Invoice, collect payment and issue receipts for membership fees, event fees, sponsorship fees for the Chamber
Deposit funds into the Chamber’s bank account, including cross-checking of bank funds with QuickBooks.
Perform monthly bank reconciliations
Support the Finance Committee and the Executive Director for reports
Assist in the collection of money at events
Report on Profit and Loss for each event after each event
Payment to supplier/ catering or venue partners
Monitor charges to the grant funds from DIT
Monitor grant fund balance