Admin Officer
Posting Date:13 Nov 2024 |Close Date:11 Feb 2025
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:
Maintain office supplies, equipment and furniture inventories and maintenance required.
Office and building maintenance/support.
Finance.
Meetings, workshop and field trips.
Logistics.
Organisational Development.
Key Responsibilities Details:
Maintain office supplies, equipment and furniture inventories and maintenance required.
Oversee the maintenance and updating of inventory list of all supplies, equipment and furniture every quarter.
Ensure maintenance for equipment is 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.
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 – liaise and monitor the maintenance of server, laptop and IT related equipment supported by iCompucare for the organization.
Manage office insurance on all furniture and fittings assets. Inherit assessment on suppliers and vendors.
Finance.
Manage and maintain petty cash report on a 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.
Meetings, workshop and field trips.
Coordinate the preparation of materials & logistics for these meetings.
Be present at locally organized or supported events.
Support travel arrangements for any internal or external meeting/event including hotel booking, travel insurance, visa and flight booking.
Travel arrangement: hotel and flight bookings for participants, staff, and Senior Management Team (Operation Director, Deputy Executive Director, and Programme Director).
Coordinate and support the virtual requirements for meetings and webinars for Programme 1, 2 and 4.
Monitor the organization's Zoom accounts usage, ensuring there is no concurrent use at any time.
Coordinate and support physical meetings of the organization, ensuring required tools are provided.
Organize and coordinate the organization's annual planning, retreat, evaluation, and staff meetings as per the annual plan together with Operations Manager.
Logistics.
Responsible for receiving the organization's letters, documents, parcels, etc.
Responsible for preparation and delivery arrangement for Care.
Pack/Gift/Souvenir/Publication based on Souvenir Form Request and Courier/Postage Form Request.
Organisational Development.
Report regularly to HR and Operations Manager on the progress of organization's administrative positions and inform on any issues which are potentially detrimental to the organization.
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.
Sub Specialization:Administration; Administration Support
Type of Employment:Permanent
Minimum Experience:2 Years
Work Location:Kuala Lumpur#J-18808-Ljbffr