Admin Officer/Travel Coordinator/Event Management

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
• Preferable candidates who have experience in travel arrangement
• 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

Experience:

• travel arrangement: 3 years (Preferred)