Admin Executive

_**URGENT**_

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 andmicrowave oven are in good working order
- In consultation with the 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

**Requirements**:
Diploma/Degree qualifications; Female only; Below 35 years old

Proven work experience as an Administrative Officer, Administrator or similar role

Solid knowledge of office procedures

Experience with office management software like MS Office (MS Excel and MS Word, specifically)

Strong organization skills with a problem-solving attitude

Excellent written and verbal communication skills

Attention to detail

**Work arrangements**

Mondays to Fridays (regular hours)

**Job Types**: Full-time, Permanent

**Salary**: RM3,800.00 - RM5,200.00 per month

**Benefits**:

- Dental insurance
- Vision insurance

Schedule:

- Monday to Friday

Application Question(s):

- How many years of experience do you have in administration role?
- Expected salary?
- Notice period?

**Education**:

- Diploma/Advanced Diploma (preferred)

**Experience**:

- Microsoft Office: 4 years (preferred)