Office Admin Officer – KUALA LUMPUR
Job Description
The Asia Foundation, a non-profit international development organization with headquarters in San Francisco and offices in 18 countries across Asia and the Pacific, seeks to recruit an experienced Malaysian national as a full-time Office Admin Officer, to be based in Kuala Lumpur, Malaysia. The position is to commence October 15, 2023.
SUMMARY OF RESPONSIBILITIES
The Office Admin Officer will work as part of a team, supporting office operational and program administrative functions from The Asia Foundation Malaysia (the Foundation) office in Kuala Lumpur. The Office Admin Officer will also support the Country Representative as Executive Assistant, and will report to the Operations Manager.
REQUIREMENTS
Education and Experience
· Bachelor’s degree in Business Administration or a relevant field of study
· A minimum of 5 years’ work experience in administration and office management
· Experience in managing vendors and procurement is preferred
· Experience in minute taking, report and letter writing
· Demonstrated record of administering multiple roles and tasks
Expertise and Skills
· Strong administrative and organizational skills, with attention to detail
· Ability to prioritize deadlines and complete multiple assignments in a timely manner
· Strong verbal and communication skills in English and Bahasa Malaysia, with good interpersonal skills and ability to manage workplace relationships
· Ability to work effectively within a team setting, as well as independently
· Strong proficiency with the use of software, including Sharepoint, Excel, Word, PowerPoint, Zoom, Teams, etc
Job functions
Office Admin/Operations
1. Manage front office, including receiving and directing telephone calls and receiving and guiding guests.
2. Collect, sort and distribute incoming physical mail and organize sending outgoing mail.
3. Check TAF Malaysia general email twice a week & forward to relevant staff for response to sender.
4. Support office operations and logistics, including organizing internal and external workshops and conferences, setup of internal meeting room, printing and placement of materials, setup of teams/zoom sessions, sourcing of F&B prior to internal meetings and making coffee / tea for guests as needed.
5. Assist with office asset management, including maintaining the office asset list, tagging of new assets, checking and replacing old tags, identifying damaged assets for repair and old assets for disposal.
6. Manage Petty Cash, including meticulous checking and recording of petty cash requests, disbursing cash, maintaining accurate record of draw-down and submitting cash replenishment requests, with Finance reviewing and monitoring periodically.
7. Procure supplies (including restocking pantry and stationery cabinet) to maintain regular stock; equipment (including fulfilling special procurement requests) and maintain inventory system of office supplies and equipment. This includes adhering to TAF’s procurement policy and procedures, i.e. procurement request, payment request, etc.
8. Ensure that office equipment is well-maintained and fully functional, including scheduling servicing of fire extinguishers, printers, water dispenser, air purifiers, Nespresso machine, loading of printing paper into printers, etc.
9. Maintain directory of Foundation contacts including updating existing contacts, keying in new contacts, removing obsolete contacts and managing the master mailing list.
10. Manage mini library and TAF publications, including ordering new prints when supply runs low.
11. Assist with organizing of annual Staff Retreat, including sourcing venue options, managing logistics, coordinating team building activities, etc.
Program Admin
1. Provide program administrative and logistics support to program colleagues in their work and project activities, including:
a. Program event management – booking of venue, accommodation, F&B, etc in coordination with Program Assistant / Manager
b. Printing of collaterals
c. Procurement Requests and Requests for Payment, as necessary
Executive Assistant
1. Provide Executive Assistant support to the Country Representative, as needed:
a. Schedule meetings for Country Representative (CR)
b. Assist with registration of CR for internal and external events
c. Submit claims on behalf of the CR
The Office Admin Officer is to also perform other duties assigned by the Country Representative and Operations Manager.
You may apply for this position via Jobstreet. Please ensure your resume is up-to-date, with a cover letter addressed to ‘The Hiring Manager’. Please submit your application before September 22, 2023.