Client Background: A regional non-profit women and young people’s organization

Location: Jalan Scott, Brickfields

Headcount: 2

Tenure: Permanent

Remuneration: RM4,000-RM5,000

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 ARROW 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 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 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

·       Attention to detail