Job Description

\xef\xbb\xbfClient Background: A regional non-profit women and young people\'s organizationLocation: Jalan Scott, BrickfieldsHeadcount: 2Tenure: PermanentRemuneration: RM4,000-RM5,000Key Responsibilities:1. Maintain office supplies, equipment and furniture inventories and maintenance required.\xc2\xb7 Oversee the maintenance and updating of inventory list of all supplies, equipment and furniture at every quarter\xc2\xb7 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\xc2\xb7 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\xc2\xb7 Building maintenance - roof leaking, pipe, termite, toilets problems, door access, roller shutter and alarm system, air-conditioner, water, etc.\xc2\xb7 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.\xc2\xb7 Manage office insurance on all furniture and fittings assets. Inherit assessment on suppliers and vendors3. Finance\xc2\xb7 Manage and maintain petty cash report on monthly basis\xc2\xb7 Sourcing of quotations/contract and liaise with vendors as per guidelines upon request from supervisor and MAPPs\xc2\xb7 Preparation of Purchase Order and Vendor Selection4. Meetings, workshop and field trips\xc2\xb7 Coordinate the preparation of materials & logistic for these meetings\xc2\xb7 To be present locally organized or supported events\xc2\xb7 Support the travel arrangement for any internal or external meeting/event which is including hotel booking, travel insurance, visa and flight booking\xc2\xb7 Travel arrangement: hotel and flight bookings for participants.\xc2\xb7 Travel arrangement: hotel and flight bookings for staff.\xc2\xb7 Travel arrangement: hotel and flight bookings for Senior Management Team (Operation Director, Deputy Executive Director and Programme Director)\xc2\xb7 Coordinates and support the virtual requirements for meetings and webinars for Programme 1, 2 and 4.\xc2\xb7 Monitor the organizations zoom accounts usage, ensuring there is no concurrent use at any time.\xc2\xb7 Coordinate and support physical meetings of the organizations. Ensuring required tools are provided.\xc2\xb7 Organize and coordinates organizations annual planning, retreat, evaluation, staff meetings as per annual plan together with Operations Manager5. Logistics\xc2\xb7 Responsible for receiving Organisation\'s letters, document, parcel etc\xc2\xb7 Responsible for preparation and delivery arrangement for Care\xc2\xb7 Pack/Gift/Souvenir/Publication etc based on Souvenir Form Request and Courier/Postage Form Request6. Organisational Development\xc2\xb7 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\xc2\xb7 To coordinate updates and improvements to the Management and Administrative Policies and Procedures (MAPP)\xc2\xb7 Support HR during HR & Operations Manager absence\xc2\xb7 Other duties as directed by ManagerKey Requirements:\xc2\xb7 Diploma/Degree qualifications\xc2\xb7 Proven work experience as an Administrative Officer, Administrator or similar role\xc2\xb7 Solid knowledge of office procedures\xc2\xb7 Experience with office management software like MS Office (MS Excel and MS Word, specifically)\xc2\xb7 Strong organization skills with a problem-solving attitude\xc2\xb7 Excellent written and verbal communication skills\xc2\xb7 Attention to detailSub Specialization : Administration;Administration Support
Type of Employment : Permanent
Minimum Experience : 2 Years
Work Location : Kuala Lumpur

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