Office Administrator

2 days ago


Kuala Lumpur, Kuala Lumpur, Malaysia Roundtable on Sustainable Palm Oil (RSPO) Full time

About the Role

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We are seeking a highly skilled and experienced Office Administrator to join our team at the Roundtable on Sustainable Palm Oil (RSPO). As an integral member of our Secretariat office, you will provide exceptional administrative support to our staff and ensure the efficient operation of our office.

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The successful candidate will have a proven track record in general administration, including budgeting, expense tracking, and reporting. You will be responsible for managing office administration tasks, coordinating with vendors, and maintaining compliance with organisational policies.

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In addition to your technical skills, you will possess excellent communication and interpersonal skills, with the ability to work effectively with colleagues and stakeholders. You will also be proficient in Microsoft Office and Google platform, with a strong proficiency in English.

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This is a full-time onsite position, requiring the successful candidate to be based in Kuala Lumpur, Malaysia. If you are a motivated and detail-oriented individual with a passion for delivering high-quality results, we encourage you to apply for this exciting opportunity.

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Key Responsibilities

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  • Provide guidance to administrative staff in the regions and responsible for office administration budgeting, keeping track and monitoring expenses as well as reporting on utilization.\
  • Manage and coordinate all office administration tasks, ensuring smooth day-to-day operations and compliance with organisational policies.\
  • Serve as the primary point of contact for office maintenance, mailing, courier services, utilities, and equipment management.\
  • Oversee vendor management, office licenses, office insurance policies, and service providers to maintain high service standards.\
  • Oversee office rentals, including negotiating lease agreements, and ensuring timely renewal or termination of contracts.\
  • Monitor and replenish office and pantry supplies to ensure availability at all times.\
  • Ensure the office environment is safe, secure, functional, and aesthetically pleasing, including proper labeling of meeting rooms, cabinets, and other areas.\
  • Process and manage office-related monthly payments, including utility bills, rentals, supplies, and equipment, ensuring compliance with organisational policies.\
  • Oversee and manage the General & Admin (G&A) budget, providing accurate and timely reporting.\
  • Arrange travel and accommodation for staff when required, ensuring adherence to travel policies.\
  • Ensure all our offices comply with OSHA regulations and other applicable health and safety requirements.\
  • Implement and maintain health and safety policies and procedures as directed.\
  • Ensure emergency supplies (e.g., first aid kits, fire extinguishers) are stocked and accessible.\
  • Timely reporting of all OSHA-related matters such as incident reporting, safety training and drills.\
  • Collaborate with Organisational Development (OD) unit to plan and implement employee engagement activities, including festive celebrations, competitions, and wellbeing initiatives.\
  • Organise and manage activities that promote understanding and adoption of the organisation's core values.\
  • Assist in planning and executing in-house and external events hosted at the office by other divisions.\
  • Provide general assistance to visitors and new joiners, ensuring a positive and welcoming first impression.\
  • Apart from the duties stated above, to perform any duty or duties reasonably assigned.\
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    • Degree in Business Administration or related.\
    • Minimum 5 years in general administration function and processes.\
    • Effective coordination and collaboration skills.\
    • Proficient in Microsoft Office and Google platform.\
    • Strong proficiency in English.\
    • Require to be full-time onsite.\
    • OSHA experience.\
About RSPO\

The Roundtable on Sustainable Palm Oil (RSPO) is a global partnership dedicated to promoting sustainable palm oil practices. Our mission is to transform the palm oil industry into a force for good, protecting people and the planet while promoting economic growth.

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We believe that our success is built by the passion, dedication, skills, and expertise of our people. They are the ones who drive our organisation to new heights and guide us through the next phase of our development.

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We strive to create a culture of inclusivity, diversity, and respect, where everyone feels valued and empowered to contribute their best. Join us in our mission to make a difference in the world, one drop of sustainable palm oil at a time.



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