Admin Officer

4 weeks ago

Kuala Lumpur, Malaysia APVR Excellent (M) Sdn Bhd Full time

Our client is in NGO on women’s sexual & reproductive health & rights industry. They are looking for admin officer and they are located in KL.

**JOB DESCRIPTION**

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 ARROW 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 organisation’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

Pay: RM4,000.00 - RM5,000.00 per month

**Benefits**:

- Dental insurance
- Flexible schedule
- Health insurance
- Parental leave

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Kuala Lumpur: Reliably commute or planning to relocate before starting work (required)

Application Question(s):

- What grade did you get for English at SPM level?
- Do you have min 5 years of admin officer experience in a NGO or MNC?

**Education**:

- Bachelor's (required)

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