Admin Officer

1 week ago


Brickfields, Malaysia Agensi pekerjaan VR Excellant (M) Sdn Bhd Full time

Hello everyone A leading women's health NGO in Brickfields, Kuala Lumpur, is seeking a skilled and dedicated Administrative Officer to join their team.

They are looking for an Admin Officer who has 5 years of doing administrative work in NGO, MNC or Event Management company.

Besides an attractive salary, our client's offer 24 days annual leave, 6 days parental leave, flexi-hours, dental, medical & insurance coverage.


JOB SCOPE:

  • Maintain accurate and updated records of office supplies, equipment, and furniture through regular (quarterly) inventory checks.
  • Ensure all equipment receives proper maintenance and that common office essentials (fax machines, phones, copiers, computers, water dispensers, and microwaves) function smoothly.
  • Collaborate with ARROW staff to recommend and arrange purchases of new equipment and furniture. This involves obtaining quotes for best deals based on Executive Director's final approval.

2. Office building maintenance/support

  • Tackle building issues like leaky roofs, plumbing woes, termites, malfunctioning toilets, access control (doors, roller shutters, alarms), air conditioning, and water systems.
  • Partner with iCompucare, the organization's IT support, to monitor server & laptop maintenance and ensure smooth operation of all IT equipment.
  • Manage office furniture & equipment insurance, ensuring the organization is covered. You might also assess potential suppliers and vendors for building maintenance and insurance needs.

3. Finance

  • Meticulously manage and report on the organization's monthly petty cash usage.
  • When needed, source quotes and contracts from vendors, liaising with them to secure the best deals based on guidelines (from supervisor or MAPPs).
  • Preparation of Purchase Order and Vendor Selection.

4. Meetings, workshop, field trips

  • Coordinate preparation of materials and logistics for all meetings and events.
  • Attend and participate in locally organized or supported ARROW events.
  • Manage travel arrangements (hotels, flights, visas, insurance) for Participants, Staff, Senior Management Team.
  • Coordinate & support virtual meetings/webinars for Programs 1, 2 & 4 (include Zoom account management).
  • Ensure smooth execution of physical meetings by coordinating logistics and equipment.
  • Organize and coordinate annual planning, retreats, evaluations, & staff meetings (with Operations Manager).

5. Logistics

  • Be the first point of contact for all incoming mail, documents, and parcels for the organization, ensuring their proper handling.
  • Play a crucial role in preparing and arranging the delivery of Care Packs, gifts, souvenirs, and publications. Involves processing requests submitted through forms like "Souvenir Form Request" and "Courier/Postage Form Request."

6. Organisational developments

  • Regularly report on progress of administrative roles to HR & Operations Manager and identify potential issues that may bring harm to the organisation.
  • Collaborate on updates and improvements to the Management and Administrative Policies and Procedures (MAPP).
  • Provide support to HR during the absence of HR and Operations Manager.

Job Types:
Full-time, Permanent

Salary:
RM4, RM5,000.00 per month

Ability to commute/relocate:

  • Brickfields: Reliably commute or planning to relocate before starting work (required)

Application Question(s):

  • Do you have 5+ years' administrative experience in any NGO, MNC, event management company and 1 year specifically in event management?
  • What is the grade that you get for English at SPM Level?

Education:

  • Bachelor's (required)

Experience:

  • Administrative: 5 years (required)

Location:

  • Brickfields (required)
Application Deadline: 04/10/2024
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