Parliamentary Institute of Cambodia / Parliamentary Centre of Asia

Established in 2011 at the request of parliamentarians, the Parliamentary Institute of Cambodia (PIC) is an independently funded and managed institute that aims to build capacity among members and staff of the Cambodian Parliament. It is strictly impartial and tailors its activities to the needs of the Cambodian Parliament. PIC’s mandate is first to strengthen the legislature by developing the skills of MPs and other parliamentary staff, and second to share its experiences with other Parliaments in the region as an element of South-South and North-South cooperation. This national mandate was expanded to the regional level by a MoU with ASEAN Inter-Parliamentary Assembly (AIPA) Secretariat and confirmed by the AIPA resolution RES.37GA/2016/ORG/01 to “Further accepting that the MOU would facilitate the exchange of knowledge, best practices, ideas and experiences on capacity development among AIPA member parliaments and contribute to the strengthening of legislative capacity in ASEAN” at the 37th General Assembly of AIPA and reconfirmed at the 40th AIPA General Assembly in Bangkok. To achieve its objective of building parliamentary capacity (and especially that of parliamentary staff), PIC is evolving toward the Parliamentary Centre of Asia (PCASIA) and draws on the expertise of national, regional and international partners, including parliamentary organizations and academic institutions, and seeks to promote regional cooperation by sharing knowledge and experience.

 

Role of department

The role of the Operations Department is to provide all the services and support that the other departments need to fulfil their mandates. This includes overall coordination, accounting, administration, human resources management, and support services.

Position description

The roles of the Director of Operations are both strategic and operational. Working with the Executive Director and staff, the Director of Operations must promote a shared vision of the future of the organization, and support the development and achievement of appropriate goals and strategies to advance that mission. Operationally, the role is to ensure the coordination for effective functioning of all financial, administration and support functions necessary to guarantee successful delivery of the PIC program. In particular, the Director of Operations is responsible for ensuring PIC’s financial accuracy and transparency, donor compliance and good governance.

Main responsibilities and tasks

Financial Management

  • Coordinate timely preparation and development of the annual budget of PIC/PCASIA taking account of multiple donor funding rules and requirements.
  • Provide oversight and direction for the institute’s overall financial position.
  • Ensure sound standards of financial practice.
  • Prepare for annual audit, and implement any necessary corrective actions noted in the auditors’ management report.
  • Ensure timely preparation of quarterly, semi-annual and annual financial management reports in accordance with the PIC Manuals and donor contract requirements.
  • Coach and mentor relevant staff in financial planning and management skills.

Administration Management

  • Ensure compliance with PIC/PCASIA Manual of Procedures and all associated systems by all staff.
  • Provide strategic oversight on all human resource management matters, including tracking staff contracts, performance appraisals, etc.
  • Manage administration, and through them all support staff, to ensure effective provision of all necessary services for PIC/PCASIA.
  • Ensure high level of confidentiality and work ethic in the Operations Department.
  • Coach and mentor operations staff as required.

Institutional Support

  • Coordinate and manage the day-to-day activity of the Institute
  • Support the development of an effective and participatory process for long-range or strategic planning for the Organization.
  • Ensure the development of annual plans and annual reports for PIC/PCASIA.
  • Provide routine reports on PIC activities to the Executive Director.
  • Provide analysis and advice to the Executive Director and Board of Directors on fiscal policy, investment and financial management.
  • Provide analysis and recommendations in policy development.
  • Provide recommendations for administration management, human resource management and staff professional development.
  • Provide recommendations about the development and implementation of policies and procedures that contribute to the overall strengthening of PIC/PCASIA
  • Any other tasks as required by the Executive Director.

Required qualifications, skills and experience

Essential

  • Higher level qualification in business management, administration, accounting, or related fields.
  • At least 5 years in financial management experience, including budget formulation and management.
  • Experience of managing all procedures necessary to ensure contract compliance.
  • Understanding of bookkeeping and accounting procedures in order to provide effective management and guidance of accounting staff.
  • At least 5 years’ experience in running an operations department providing administration and logistic support to program activities.
  • Experience of human resource management and all associated administration procedures.
  • Strong interpersonal skills and experience of functioning effectively in a team environment.
  • High level written English language skills.

Desirable

  • Experience working in a parliamentary environment.
  • French and Khmer language skills.

Application Information

Interested applicants should send a cover letter indicating salary expectation and CV to This email address is being protected from spambots. You need JavaScript enabled to view it. with “Director of Operations position” for the Parliamentary Centre of Asia, in the subject line. The application deadline is open until the position is filled. PIC is an equal opportunities employer and women are strongly encouraged to apply. The two-stage application process will consist of an interview and trial period. Only short-listed candidates will be contacted.

Parliamentary Institute of Cambodia:

Established in 2011 at the request of parliamentarians, the Parliamentary Institute of Cambodia (PIC) is an independently funded and managed center that aims to build capacity among members and staff of the Cambodian Parliament. It is strictly impartial and tailors its activities to the needs of the Cambodian Parliament. PIC’s mandate is first to strengthen the Cambodian legislature by developing the skills of MPs and other parliamentary staff, and second to share its experiences with other Parliaments in the region as an element of South-South and North-South cooperation. To achieve its objective of building parliamentary capacity (and especially that of parliamentary staff), PIC draws on the expertise of national, regional and international partners, including parliamentary organizations and academic institutions, and seeks to promote regional cooperation by sharing knowledge and experience.

Role of department:

The Institutional Development (ID) Department has the role to provide support to the Executive Director in parliamentary relations, external relations, business development, and monitoring of PIC program delivery.

Position description:

The role of the External Relations Officer is to support the Executive Director in all aspects concerning the institutional/business development of the institute (Strategic Development Unit) and the relationships with external stakeholders, in particular donors and partner organizations.

Main responsibilities and tasks

  • Support the Executive Director to build and maintain excellent communications and working relationships with current and potential stakeholders, both partners and donors, acting as focal point in order to identify new business opportunities and in linking with potential partner institutions (i.e. universities, international organizations, think thanks) and donors in the region and abroad;

  • Draft memos, presentations, speeches, communications materials and other documentation for senior management to use in external relations activities such as attending conferences;

  • Adapt and write promotional conceptual materials for potential partners and donors;

  • Anticipate and prepare agenda and resources for meetings with PIC stakeholders;

  • Facilitate meetings with PIC stakeholders and partners (current and potential);

  • Support the promotion of PIC work externally to relevant events and meetings;

  • Manage the relationship with the French-speaking partners and the training activities products of these collaborations;

  • Support the drafting of work-plan, annual and midterm Reports for Board of Directors and donors based on the data provided by the M&E Officer;

  • Any other tasks as required by the Executive Director.

Required qualifications, skills and experience

Essential

  • Master degree from a recognized institute; qualifications in law, public administration, public policy, political science or related fields preferred;

  • Experience in the development sector/international organizations;

  • A strong understanding of the role and functions of parliaments;

  • Solid analytical and writing skills;

  • Ability to demonstrate flexibility and resourcefulness, and to work under pressure to deliver results under tight deadlines;

  • Strong interpersonal skills and experience of functioning effectively in a team environment;

  • Fluency in spoken and written English and French

Desirable

  • Experience working in a parliamentary environment.

Application Information:

Interested applicants should send a cover letter indicating salary expectation and résumé to This email address is being protected from spambots. You need JavaScript enabled to view it. with “External Relations Officer position” in the subject line. The application deadline is open until the position is filled.PIC is an equal opportunities employer and women are strongly encouraged to apply. The two-stage application process will consist of an interview and trial period. Only short-listed candidates will be contacted.