Admin Officer

Malaysian Red Crescent; Kuala Lumpur; On-site; MYR 30,000 - 45,000; Full time

Job summary

A respected humanitarian organization located in Kuala Lumpur is seeking a passionate Admin Officer to support various administrative aspects, including office management and asset oversight. Ideal candidates should have a related degree and a minimum of 3 years experience in administration and facility management. Proficiency in both Bahasa Melayu and English is required.

Qualifications

• Minimum 3 years of working experience in administrative and property/facility management roles.
• Experience in tender management, procurement, or contract administration is an advantage.
• Prior experience in a humanitarian, NGO, or non-profit sector will be an added value.

Responsibilities

• Manage office stationery and supplies for all departments.
• Oversee maintenance and security of MRC’s assets, including buildings and land holdings.
• Manage the tendering process for building maintenance, renovation, and service contracts.

Skills

General Administration

Tender Management

Procurement

Facility Management

Education

Bachelor’s degree / Diploma in Administration

Job description

We are looking for a passionate and dedicated Admin Officerto support various administrative aspects, including office management, buildings, land, and assets. This position offers an opportunity to work under a respected humanitarian organization, based at the Malaysian Red Crescent Headquarters

Key Responsibilities

A. General Administration

• Manage office stationery and supplies for all departments.
• Prepare PAR for utilities bills on a monthly basis.
• Handle administrative processes and ensure documents are dispatched to Chapters within the given timeframe.
• Support in managing incoming correspondence, ensuring endorsement and distribution to respective departments.
• Support pantry and cleaning stock utilization, including procurement when required.
• Support reception operations to maintain a professional organizational image.
• Ensure reception area and meeting rooms remain neat, organized, and in optimal condition.
• Monitor and coordinate meeting room schedules and bookings.

B. Asset, Building & Facility Management

• Oversee maintenance and security of MRC’s assets, including buildings and land holdings (properties).
• Manage all agreements, licenses, and related services.
• Conduct regular inspections to ensure MRC’s properties are well maintained and in good condition.
• Monitor and maintain office facilities and equipment to ensure proper working condition.
• Assist in drafting and preparing basic building plans, drawings, and layoutsfor office facilities or renovation projects.
• Coordinate with external contractors, consultants, or authorities on matters related to building design, compliance, and safety requirements.
• Maintain proper records of building plans, property layouts, and technical drawings for reference and future projects.
• Support management in assessing space utilization and planning improvements for office buildings and facilities.

C. Tender, Procurement & Contract Management

• Manage the tendering process for building maintenance, renovation, and service contracts, including preparation of tender documents, evaluation, and recommendation for award.
• Review, monitor, and manage contracts with suppliers, contractors, and service providers to ensure compliance with agreed terms and organizational policies.
• Maintain a proper database and filing system of all contracts, licenses, and agreements to ensure accuracy, accessibility, and compliance.
• Provide administrative and technical support during vendor selection, negotiations, and contract renewals.
• Ensure all tendering and procurement activities comply with organizational procurement policies, procedures, and governance requirements.

Qualifications & Experience

• Bachelor’s degree / Diploma in Administration, Management, Property/Facility Management, or related field.
• Minimum3 of working experience in administrative and property/facility management roles.
• Experience in tender management, procurement, or contract administration is an advantage.
• Prior experience in a humanitarian, NGO, or non-profit sector will be an added value.

Experience:

• General Administration: 1 year (Required)
• Drafting, drawings, and layouts building plans: 1 year (Required)
• Buildings and land holdings: 2 years (Required)
• Tender, Procurement & Contract Management: 2 years (Required)

Language:

• Bahasa Melayu (Required)
• English (Required)