Admin Officer

**Client Industry**:NGO (non-profit organization for women and young people’s)

**Location**:Jalan Scott, Brickfields

**Key Responsibilities**:
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 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 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 Organization’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. Organizational Development
- Report regularly to HR and Operations Manager on the progress of organization’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

**Key Requirements**:

- Diploma/Degree qualifications
- **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

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

Pay: RM4,000.00 - RM5,000.00 per month

Schedule:

- Monday to Friday