Admin Officer

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**: RM4,000.00 - 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