Administration Officer

JOB OVERVIEW: The Administration Officer is responsible for providing operational and administrative support to all RSC Asia Offices based in UNHCR and Fraser Business Park. The Administrative Officer will organize and coordinate administration duties and office procedures, ensuring high levels of organization effectiveness, communication, and safety.

KEY RESPONSIBILITIES

General Office Management

The Administration Officer is responsible for working closely with Administration Manager, internal and external stakeholders to ensure effective planning and preparation to support program implementation which includes:

• Maintain an adequate inventory of essential office, consumable computer and pantry supplies at worksites.

• Inspection and certification of goods/services received or delivered to all three office sites.

• Ensure efficient interoffice communication systems (pouches, mails, faxes, parcels, etc.) so that documents and packages are delivered promptly and accurately. Serve as the focal point for arranging courier shipments at worksites.

• Ensure all office equipment and fixtures are always in good working condition.

• Coordinate with Supply Chain staff on all repair work of office equipment and fixtures and structural improvements/changes at worksites.

• Collaborate effectively with cross functional teams including procurement and processing of Purchase Requests (PR) within the Integra ERP System.

• Responsible for coordination and overseeing of all maintenance and repair work of office equipment and fixtures at worksites.

• Arrange lodging, local transportation and securing necessary facilities for visiting staff and guests during their assignments in Malaysia.

 • Ensure that visitors to RSC offices are appropriately welcomed, coordinating activities with Operations and Program staff as needed.

• Arrange for regular maintenance/cleaning of FBP worksites.

• Supervise and monitor all contract cleaners and security guards for RSC worksites.

• Perform any other duties as assigned by the Supervisor.

International and Domestic Travel

Responsible for coordinating with travel partners on all travel requirements for staff and visitors. This includes: –

• Upon request, prepare travel requests to ensure international and domestic travel and accommodation for Malaysia-based staff is arranged in a timely and professional manner.

• Review all travel invoices submitted by Travel Company and provide supporting documents to Finance for payment.

• Maintain a cumulative travel report showing all domestic and international flight schedules; and assist with tracking international trips to ensure they are fully utilized as per budget.

• Ensure all international flights to be charged to US Government grants comply with the ‘Fly America’ Act.

Contract Management

 Responsible for managing contracts and ensure that terms & conditions, standard operating procedures are adhered to as provided

• Preparing and executing Tenancy Agreements for all International Staff Housing and RSC Offices

• Timely renewal of running contracts.

• Ensure handover processes are executed and documented in agreement with the Landlord

• Follow through on the Deposit payment and reimbursement process

Key Working Relationships:

Position Reports to: Administration Manager

Indirect Reporting: Operations Coordinator

                                 Head of Office

Other Internal and/or external contacts:

Internal: All RSC Asia staff

External: Partners, Vendors and Services providers

Minimum Qualifications:

Job Requirements:

Education:

• Diploma in Business Administration, Financial Accounting or Logistics.

Work Experience: • Minimum 1- 2 years of work experience in Administration or Office Management.

Demonstrated Skills and Competencies:

• Good analytical and interpersonal skills

• Able to work effectively in a highly matrixed structure

• Highly organized and detail oriented

• Proficiency in Microsoft Office including Excel, Word, and Outlook

• Database management and record-keeping experience

Language Skills:

• Strong verbal and written English and Malay language skills

Working Environment: The employee is required to adhere to the “IRC Way” for professional conduct, as well as to be in compliance with all relevant Policies and Procedures while carrying out their duties.

All other employment terms and conditions shall be as stipulated in the Employment Contract and/or Employee Handbook.