Based in the premises of the Ministry of Education, Youth and Sports in Phnom Penh, the Administration & Finance Officer will oversee and manage the comprehensive financial, administration, logistics and procurement framework of the project in cooperation with implementing partners (OECD), while supervising specifically EF contract with European Union. This includes establishing and monitoring contract systems, ensuring compliance, managing financial planning, supervising administrative functions, and providing day-to-day collaboration with the support staff working with the MoEYS for the project (logistics and project assistant notably) in charge of providing financial and administrative support to the project.

Reporting to the Team Leader, the Administration & Finance Officer is assigned the following primary responsibilities:

Responsibility 1: Grant Management

• ­        Set up and monitor the overall contract management system of the project, ensuring compliance with EU and Expertise France procedures and requirements.
• ­      Establish a robust archiving system from project onset to ensure accessibility of all documentation (both physical and digital) for seamless team operations, smooth personnel transitions, and audit compliance.
• ­           Ensure adherence to donor and organizational regulations throughout the grant lifecycle.
• ­          Track and manage grant budgets, identifying variances and proposing adjustments when necessary.
• ­           Oversee the preparation and submission of timely and accurate reports to donors.
• ­         Identify and mitigate risks associated with grant implementation, including financial, operational, and compliance risks.
• ­           Prepare for and facilitate audits, ensuring proper documentation and compliance.

Responsibility 2: Finance

• ­          Provide overall financial planning support to the Team Leader, advise on spending and financial spending strategies, provide accurate financial outlook of the project on a regular basis.
• ­           Constantly check the integrity and robustness of financial procedures, possible mismanagement and suggest corrective actions to minimise losses.
• ­          Consolidate and review timely and accurate financial reporting for all the project components, in accordance with deadlines and contractual terms.
• ­            Manage agreements and services with banks and other financial institutions.
• ­        Monitor and regulate the movement of cash, liquidity management, the bank transactions and transfers, beyond the set of internal controls – possibly in collaboration with other EF projects in Cambodia.
• ­           Support the overall management, planning, and implementation of EF and implementing partners’ budget according to contractual budget.
• ­           Lead the development and revision of EF budget forecasts whilst ensuring consistency between budget planning and operational planning. Identify any discrepancies and propose and implement necessary adjustments.

Responsibility 3: Administration

• ­           Ensure a smooth and compliant administrative working environment at all levels of the project, through solid internal controls and reporting, sound coordination between implementing partners, and internal audits.
• ­         Ensure that all necessary agreements necessary for the project operations (including VAT exemption) are in place and keep updated on administrative rules and regulations pertaining to the activities of EF.   
• ­            Ensure EF international staff visas are in place and followed up through correct processes.
• ­           Manage EF’s relationship with legal advisors (if necessary).

Responsibility 4: Logistics and Procurement

• ­          Coordinate support to all project’s procurement and logistics needs inclusive of related information management and maintenance, requests for quotations, quality control and ensuring the set procedures are followed
• ­              Monitor procurement procedures and ensure that items are accounted for and quality/quantity controlled in stock reports and asset inventory management systems.
• ­               Set up and manage all necessary service contracts in line with EF procedures and tools.
• ­          Ensure IT equipment, network, and security protocols are in compliance with EF and donor policy and guidelines.
• ­               Ensuring that agreed measures for safety and security are in place and adhered to by all staff, in link with the Team Leader.

The Administrative and Finance Officer will have to collaborate with the HQ staff whenever necessary.