Job Description

Company DescriptionConstanter Philanthropy Services (CPS) professionally supports and enables all of the philanthropic organisations founded by the Brenninkmeijer family entrepreneurs to maximise their impact in service of the common good.CPS does this through providing high-quality, fit-for-purpose operational support in the areas of HR, IT, Finance, Risk, Legal, Tax, Insurances, Facilities, Travel, Procurement, Security, Project Management, and Reporting. CPS dedicates most of its work to the support of Porticus and Laudes Foundation.Constanter is a global organization, built on the premise of strong collaboration and striving for professional excellence together. The work we do makes a real difference, so we dedicate the best of our skills and knowledge to it, striving to make a positive contribution every day.Porticus is currently opening a new regional office in Kuala Lumpur, Malaysia and we are therefore seeking a resourceful Office Operations Specialist to play a pivotal role in establishing and managing our new office from the ground up.Location: Kuala Lumpur, MalaysiaWorking hours: Part-time preferred (32 hours/week).PURPOSE OF THE JOBThe Office Operations Specialist will be responsible for setting up the new office and delivering high quality country office operations support encompassing facility management, office management, local housekeeping, local risk and compliance, external providers of services (Tax, Legal, HR, IT, finance and accounting, etc.), human resources administration.KEY RESPONSIBILITIESSetting up the new office

• Leads and coordinates all aspects of the new office setup, including selecting and setting up the physical space, ensuring the office is fully operational and managing vendors
• Manages the implementation budget, including tracking expenses and ensuring cost-effective solutions are implemented.
• Collaborates with HR to onboard new employees to ensure a smooth transition into the new office.
• Serves as the primary point of contact for all office-related matters, including liaising with external contractors, 3rd party providers (IT, Tax, Legal, Finance, HR) and CPS functional owners.
• Develops and implements office policies and procedures in liaison with CPS functional owners to ensure efficient operations.

Ensuring a smooth running of the office

• Supports the local team with office management tasks, such as logistics, events and badges.
• Monitors and executes daily office operations in congruence with global policies, rules and processes, and local regulations.
• Acts as key stakeholder to the functional owners and proactively relays back new insights on local changes related to Tax, Finance, HR and Legal.
• Ensures and monitors third parties services for facility management and maintain an overview of the local contracts and suppliers.
• Acts as liaison for local IT support and ensures that IT equipment is acquired and in place.
• Supports the team with basic HR related tasks; country specific HR administration and local induction for new employees.
• Ensures security, health and safety compliance in cooperation with Global Security and local regulatory, including organizing annual medical check-ups and preparing documentation for the annual visit of the health and safety officer.
• Responsible for the payment of invoices, bookkeeping and preparation of monthly bank reconciliation statements.
• Provides support with the preparation of the local annual operating budget and ensures monthly monitoring and analyses of variances.
• Supports the execution of local audit by providing necessary documentation and information.
• Manages and oversees office petty cash and prepares petty cash expenses reconciliation; oversees employees expenses settlements and keeps track of corporate credit cards; keeps track of locally incurred expenses portfolio-related (for appropriate bookkeeping and reporting to Global Finance).
• Creates and embeds local operational processes in cooperation with office operations colleagues with the objective to improve efficiency locally and within office operations globally.

Qualifications

• A minimum of 8 years\' experience in a similar job, preferably with experience in setting up a new office.
• Experience working in an international environment.
• Basic knowledge of Human Resource Management, Accounting or Finance and local regulations.
• Familiarity with local regulations and requirements for office operations in Kuala Lumpur, Malaysia is a plus.

Additional InformationAdditional information

• Of course, it is a two-way street, which means that we offer not only a competitive salary and benefits package, but we also believe in a healthy work-life balance.
• Hybrid working opportunity. We will have a great office for you to work in and believe you can also be effective at home. We aim for a 40/60 office/home office balance.
• You can work up to 10 days per year from anywhere abroad.
• Deadline for applications is Thursday, October 24.
• Reference checks and background checks are a part of the final hiring procedure.
• You must have a valid working permit for Malaysia.
• Preference for part-time working hours (32 hours/week). Full-time employment can be discussed.

To apply: please upload your CV and your motivation for the role in English. Incomplete applications will not be considered.DIVERSITY, EQUITY AND INCLUSIONWe are an equal opportunity employer. We believe that having a staff with diverse personal and professional backgrounds and lived experiences enhances our ability to meet our mission. We strongly encourage applications of people with lived experience, as well as from candidates coming from any minority or underrepresented groups.

Constanter Philanthropy Services