Administration Officer

Asian Forum of Parliamentarians on Population and Development Global; Kuala Lumpur; On-site; MYR 45,000 - 73,000; Full time

Job summary

Asian Forum of Parliamentarians on Population and Development Global seeks an Administration Officer to coordinate day-to-day office operations and HR support for its Kuala Lumpur Secretariat. The role works closely with the Executive Director and Senior Accounts Specialist to maintain records, procurement documentation, travel and meeting logistics, and institutional files.

You should hold a Diploma or Bachelor’s in Business Admin, Office Management or HR, with 4–5 years of relevant experience.

Qualifications

• 4–5 years of relevant administration or office operations experience.
• Excellent organisational skills and attention to detail.
• Proficiency in Microsoft Office and shared document systems.
• Good written and verbal communication and stakeholder coordination.

Responsibilities

• Coordinate day-to-day office administration, correspondence, supplies and service providers.
• Maintain office calendars, contact lists, filing systems, contracts and records.
• Prepare routine letters, memos, notices and other documents.
• Monitor maintenance, equipment and service requests and follow up on completion.
• Maintain confidential personnel files, attendance and leave records.

Skills

Organization skills

Communication skills

MS Office

Document management

Stakeholder coordination

Education

BA/BS in Admin

Tools

Microsoft Office

Shared document systems

Job description

Asian Forum of Parliamentarians on Population and Development Global View all jobs

The Administration Officer will coordinate and carry out the day-to-day administrative and human resources support functions of AFPPD Global's small Secretariat. Working closely with the Executive Director and Senior Accounts Specialist, the Officer will maintain office operations, personnel records, procurement documentation, travel and meeting logistics, and institutional records. The position is a hands-on officer role without responsibility for managing a separate HR department or supervising administrative staff.

Key responsibilities

• Coordinate day-to-day office administration, correspondence, supplies, facilities and service providers.
• Maintain office calendars, contact lists, electronic and physical filing systems, contracts and official records.
• Prepare administrative letters, internal memos, meeting notices and other routine documents.
• Monitor office maintenance, equipment and service requests and follow up on completion.
• Maintain confidential personnel files, attendance, leave records and employment documentation.
• Coordinate recruitment administration, interview schedules, candidate correspondence and onboarding arrangements.
• Prepare routine purchase requisitions and quotation requests for office administrative needs, with complete supporting documentation.
• Coordinate administrative logistics for Secretariat meetings, parliamentary dialogues, conferences and workshops.
• Arrange meeting facilities, accommodation, transport, catering and related services following approval.
• Maintain shared folders, institutional registers and document retention records in line with confidentiality and data protection requirements.

About you

• Diploma or Bachelor's degree in Business Administration, Office Management, Human Resource Management or a related discipline.
• At least 4-5 years of relevant administration or office operations experience.
• Strong organisational skills, attention to detail and ability to work with limited supervision.
• Proficiency in Microsoft Office and shared electronic document systems.
• Good written and verbal communication skills and professional stakeholder coordination.
• Sound judgement, confidentiality and ability to prioritise competing requests.
• Familiarity with Malaysian office administration and basic employment administration practices.
• Good written and spoken English and Bahasa Malaysia are required.

About us

AFPPD Global is a regional network of parliamentarians working to advance population and development issues through parliamentary engagement, advocacy, policy dialogue and regional cooperation. The Global Secretariat in Kuala Lumpur coordinates regional programmes, parliamentary engagement, partnerships and institutional activities across the Asia-Pacific region.