Operations Associate

2 weeks ago

Kuala Lumpur, Malaysia Doctors on Ground (DnG) Full time

**Read the Full Brief here**:
**Position**:Operations Associate (Entry-Level)

**Department**: Operations

**Location**: Remote with 4 Days /Week in the Office* - Starting March 2024
*KL Office: Lorong Tanjong, Bukit Gasing, 46000 Petaling Jaya, Selangor

**Employment**: 2-Months Probation + 4-Months Employment

**Duration**: Full-Time, 5 Days /Week, from 9AM-6PM, for 6 Months

**Requirements**:

- Past experience in secretarial roles within student groups or organisations is required
- Ability to work remotely and in the field, demonstrating adaptability to different working environments
- Effective communication skills, both verbal and written, for interacting with internal and external stakeholders
- Ability to prioritise tasks, manage multiple projects simultaneously, and meet deadlines across various functions
- Adaptable in managing, recruiting and onboarding both paid staff and volunteers
- Strategic thinking and ability to contribute to organisational-planning and decision-making
- Proficiency in administrative and secretarial tasks, including documentation and record-keeping
- Familiarity with Google Workspace, particularly Google Docs and Google Sheets, for collaboration and document management
- Fluent in written and spoken English and Malay, with the ability to communicate effectively in both languages

**Responsibilities (Internal Operations)**:

- Operational Administration:

- Manage financial and procurement transactions
- Prepare and maintain legal documentation (contracts, agreements, policies)
- Assist in conducting internal audits to ensure legal adherence
- Record Keeping and Documentation Management:

- Maintain up-to-date records of documents and correspondence
- Prepare and maintain financial and procurement documentation
- Assist in the preparation of legal reports for internal stakeholders
- Staff and Volunteer Management:

- Prepare financial reports and analysis for internal stakeholders
- Assist in budgeting and forecasting processes
- Identify cost-saving opportunities and efficiency improvement
- Administrative Support:

- Oversee the recruitment, onboarding and training of both staff and volunteers
- Maintain personnel records, including contracts, attendance and evaluations
- Address staff and volunteer concerns, provide support, and facilitate conflict resolution when necessary
- Board and Committee Support:

- Provide administrative support for board meetings
- Coordinate meetings, maintain calendars, and manage correspondence
- Office Management:

- Create and maintain a safe, clean, and organised work environment
- Manage day-to-day office operations, including facilities management, supplies procurement, and maintenance

**Responsibilities (Project Roles)**:

- Project Operational Support:

- Assist in managing legal aspects of projects
- Track project expenses and ensure funds are allocated appropriately
- Coordinate volunteer recruitment efforts for specific projects or initiatives, ensuring the alignment of volunteer skills with project needs
- Procurement Support:

- Assist in procurement activities for project-related goods and services
- Conduct market research and vendor evaluations
- Ensure timely delivery of goods and services within project timelines
- Grant Management Assistance:

- Support the preparation of grant proposals and reports
- Assist in monitoring grant funds and compliance obligations
- Coordinate with project teams to ensure that legal aspects are fulfilled
- Cross-functional Collaboration:

- Provide operational support to projects and teams
- Ensure alignment between operational aspects of projects

**Compensation**:

- 2-Month Probation: RM1,000 /Month
- 4-Month Contract: RM1,500 /Month + Allowances for Field Work

+ RM150 Travel Allowances & Field Work Expenses are Compensable

**Grow With Us**: After completing their 6-months, successful applicants will have the option to extend their employment.

**Application Process**:
Kindly note that only successful applicants will be contacted for an interview.

**Job Types**: Full-time, Internship, Fresh graduate
Contract length: 6 months

**Salary**: RM1,000.00 - RM1,500.00 per month

**Benefits**:

- Flexible schedule
- Free parking
- Work from home

Schedule:

- Monday to Friday

Application Question(s):

- Will you be willing to work on some weekends during events?
- Are you fluent in written Malay and English?
- Will you be able to commit to six months of employment, which includes a two-month probationary period?
- Are you capable of independently commuting to our headquarters in Petaling Jaya?

Willingness to travel:

- 75% (required)

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