Admin Officer

Client Background: A regional non-profit women and young people's organization

Location: Jalan Scott, Brickfields

Headcount: 2

Tenure: Permanent

Remuneration: RM4,000-RM5,000

Key Responsibilities:

1. Maintain office supplies, equipment and furniture inventories and maintenance required.

.Oversee the maintenance and updating of inventory list of all supplies, equipment and furniture at every quarter

.Ensure maintenance for equipment are complied with and that general office equipment (fax, phone, photocopy machine and computers), water dispenser and microwave oven are in good working order

.In consultation with ARROW staff, recommend and arrange for purchase of office equipment and furniture including obtaining quotations, upon the Executive Director's final approval.

2. Office and building maintenance/support

.Building maintenance - roof leaking, pipe, termite, toilets problems, door access, roller shutter and alarm system, air-conditioner, water, etc.

.General IT Support - To liaise and monitor the maintenance of server, laptop and IT related equipment supported by iCompucare for the organization as a whole.

.Manage office insurance on all furniture and fittings assets. Inherit assessment on suppliers and vendors

3. Finance

.Manage and maintain petty cash report on monthly basis

.Sourcing of quotations/contract and liaise with vendors as per guidelines upon request from supervisor and MAPPs

.Preparation of Purchase Order and Vendor Selection

4. Meetings, workshop and field trips

.Coordinate the preparation of materials & logistic for these meetings

.To be present locally organized or supported events

.Support the travel arrangement for any internal or external meeting/event which is including hotel booking, travel insurance, visa and flight booking

.Travel arrangement: hotel and flight bookings for participants.

.Travel arrangement: hotel and flight bookings for staff.

.Travel arrangement: hotel and flight bookings for Senior Management Team (Operation Director, Deputy Executive Director and Programme Director)

.Coordinates and support the virtual requirements for meetings and webinars for Programme 1, 2 and 4.

.Monitor the organizations zoom accounts usage, ensuring there is no concurrent use at any time.

.Coordinate and support physical meetings of the organizations. Ensuring required tools are provided.

.Organize and coordinates organizations annual planning, retreat, evaluation, staff meetings as per annual plan together with Operations Manager

5. Logistics

.Responsible for receiving Organisation's letters, document, parcel etc

.Responsible for preparation and delivery arrangement for Care

.Pack/Gift/Souvenir/Publication etc based on Souvenir Form Request and Courier/Postage Form Request

6. Organisational Development

.Report regularly to HR and Operations Manager on the progress of organization's administrative positions and to inform on any issues which are potentially detrimental to the organization

.To coordinate updates and improvements to the Management and Administrative Policies and Procedures (MAPP)

.Support HR during HR & Operations Manager absence

.Other duties as directed by Manager

Key Requirements:

.Diploma/Degree qualifications

.Proven work experience as an Administrative Officer, Administrator or similar role

.Solid knowledge of office procedures

.Experience with office management software like MS Office (MS Excel and MS Word, specifically)

.Strong organization skills with a problem-solving attitude

.Excellent written and verbal communication skills

.Attention to detail