Date: 12-Mar-24
About Our Client
We are a regional non-profit women and young people's organization established in 1993, and has consultative status with the Economic and Social Council of the United Nations
Job Scope
• 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.
• 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
• 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
• Meetings, workshop and field trips
• Coordinate the preparation of materials & logistic for these meetings
• To be present locally organized or supported ARROW 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
• Logistics
• Responsible for receiving Organisation? 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
• Organisational Development
• Report regularly to HR and Operations Manager on the progress of organisation? 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
Job 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
• Analytical mindset with the ability to make data-driven decisions.
• Ability to adapt to new work assignments, flexibility, and willingness to work effectively in a cross-functional setting
Agensi Pekerjaan 3S Talent Search Sdn Bhd
Unit No. 1-13-12
Aurora Sovo
Plaza Bukit Jalil No.1,
Persiaran Jalil 1,
Bandar Bukit Jalil,
57000 Kuala Lumpur
Kindly contact us via email: dionwong@3s-talentsearch.com.my
Or call us at +60 3 8699 8577
(Monday to Friday, 9am - 6pm) EXCLUDING Public Holiday