Admin & HR Officer

1 week ago

Kuala Lumpur, Malaysia CIJ COMMUNICATIONS SERVICES SDN BHD Full time

Responsibilities: Under the guidance and supervision of the CIJ Admin and Finance Manager, the Admin & HR Officer performs the following tasks and has the following responsibilities: Logistic and Programme Support: - Ensure all CIJ administrative and logistics activities are coordinated effectively;
- Provide administrative and logistics support to team members;
- Coordinate and provide logístical support for programme and operational activities, including preparation of draft budget, travel arrangements, cash advance and per diems;
- Coordinate workshop/training events as required, including hotel liaison and booking, participant confirmation, invitations, travel arrangements, prepare administrative note, supplies and materials, equipment hire and providing point of contact support for participants at events and activities;
- Provide a cash reconciliation report and provide all necessary scanned receipts at the end of each event related to airfare, hotel, and per diem expenses;
- Update and maintain Standard Operation Procedures (SOPs) and workflows related to administrative and logistic tasks. Procurement Management: - Process procurements, including in contacting vendors, obtaining quotes and negotiating terms and conditions;
- Maintain an updated vendor record and provide feedback on the quality of their services;
- Manage and maintain records and inventory of office supplies, equipment and assets;
- Ensure accurate and timely payment of invoices, as necessary, to the suppliers;
- Strengthen capacity of staff in relation to procurement, merchandise distribution and relevant system functions management; and - Participate in budget preparation and monitoring of budget allocation of procurement items to ensure compliance. Human Resource: - Manage office administrative matters, including office maintenance, monitoring office utilities, etc;
- Liaise with insurers/insurance brokers in relation to staff insurance;
- Coordinate staff onboarding plans, including developing and maintaining an effective orientation schedule and asset assignment/distribution to new staff;
- Coordinate staff offboarding plans, including arranging exit interviews and asset handover by resigned staff;
- Verification of monthly staff claims;
- Coordinate organisational events/meetings, such as team building, operational planning meeting; year-end party, monthly staff meeting, etc;
- Assist in planning and implementing initiatives to encourage proactive health and safety behaviours, including taking effective actions to address risks;
- Proactive identification and management of risks within the portfolio to ensure compliance with all relevant legislation, CIJ policies and procedures, including data protection and security measures. - Other duties as directed by Admin and Finance Manager.
Bachelor's or Equivalent

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