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Assistant Manager, Office Administration

2 weeks ago

Kuala Lumpur, Kuala Lumpur, Malaysia Roundtable on Sustainable Palm Oil (RSPO) Full time 40,000 - 80,000 per year

The Roundtable on Sustainable Palm Oil (RSPO) is a global partnership to make palm oil sustainable. Today, the RSPO is a global, non-profit organisation with over 6,000 voluntary members across 104 countries and territories, representing every link in the supply chain: oil palm producers, palm oil processors and traders, consumer goods manufacturers, retailers, banks and investors, environmental or nature conservation non-governmental organisations (NGOs), and social or developmental NGOs.

At RSPO, 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.

The Assistant Manager will provide a wide range of office administration support in RSPO Secretariat office in Kuala Lumpur and oversee the efficient function of office operations in other RSPO offices i.e. Jakarta, Bogota as well as all shared offices. The incumbent will also provide support to implement employee engagement activities to improve staff engagement, productivity, efficiency and working conditions within the Secretariat.

The location of this role is Kuala Lumpur, Malaysia.

KEY ROLES & RESPONSIBILITIES

Duties include but will not be limited to the following:

Office Administration

  • 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.

Occupational Safety & Health

  • 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.

Employee Engagement

  • 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.

THE SUCCESSFUL APPLICANT

Education

  • Degree in Business Administration or related

Experience

  • Minimum 5 years in general administration function and processes

Technical and Professional Knowledge

  • Effective coordination and collaboration skills
  • Effective organisation & time management skills
  • Excellent communication skills
  • Proficient in Microsoft office and Google platform
  • Strong proficiency in English

Other Special Requirements

  • Require to be full-time onsite

**RSPO is an equal opportunity employer. Due to the volume of applications received, only shortlisted candidates will be notified.