Position: ADMIN OFFICER

Application Deadline : 10 May 2025

*The Officer will be on a contract for 6 months.

Please email your Curriculum Vitae (CV), Motivation Letter, and the contact details of two references to jobs@arrow.org.my.

Asian-Pacific Resource and Research Centre for Women (ARROW) – Work with us

ARROW is a non-profit women’s NGO with a consultative status with the Economic and Social Council of the United Nations. Based in Kuala Lumpur, Malaysia, ARROW has been working since 1993 to champion women’s sexual and reproductive rights. It aims to achieve this through interlinked strategies of information and communications, knowledge exchange and transfer, evidence generation for advocacy, consistent monitoring of progress towards relevant international commitments made vis-a-vis women’s health, capacity building, partnership building for advocacy, engagement at international and regional fora, and enhancing the organisational strength of ARROW and partners. We work with a core set of national partners across Asia and the Pacific, as well as with regional partners from Africa, Middle East and North Africa, Eastern Europe, and Latin America and the Caribbean, and with allied international organisations. Through our information and communications and advocacy programmes, we are able to reach key stakeholders in more than 120 countries worldwide. (See www.arrow.org.my for more information.)

RESPONSIBILITIES OF THE POSITION

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 organisation 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 organised 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 Domain 1, 2 and 4.
• Monitor the organisation’s ZOOM accounts usage, ensuring there is no concurrent use at any time.
• Coordinate and support physical meetings of the organisation. Ensuring required tools are provided.
• Organise and coordinates organisation’s annual planning, retreat, evaluation, staff meetings as per annual plan together with Operations Manager.

Logistics

• Responsible for receiving Organisation’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.

Organisational Development

• Report regularly to HR and Operations Manager on the progress of organisation’s administrative positions and to inform on any issues which are potentially  detrimental to the organisation.
• 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.

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 organisation skills with a problem-solving attitude.
• Excellent written and verbal communication skills.
• Attention to detail.
• Only Malaysian citizens are eligible to apply.