Administrative Officer

Job description

We are human rights advocates who support forcibly displaced individuals and communities as they reclaim their rights, agency, and power. Our unique combination of legal empowerment, policy advocacy, and global systems change creates conditions in which refugees can live safely, move freely, work legally, and go to school. Our work transforms the traditional approach of endless humanitarian handouts to a sustainable solution that honours refugees’ freedom, dignity, and autonomy, and equips them to make choices about their own lives.

Asylum Access’ global team and family of local civil society organisations advocate making human rights a reality for refugees throughout Africa, Asia, and Latin America. Our national organisations are led and staffed primarily by community members in those countries, and there is strong mutual trust and respect between us and our clients. On the international stage, we work with established institutions to shift the global system to better uphold and promote refugees’ human rights. We can help catalyse and lead systemic transformation because, uniquely among NGOs in the refugee response sector, we focus exclusively on rights and governance.

Department Description
The Operations department manages a diverse workforce within the organisation to ensure efficient day-to-day operations. The main focus of the Operations team is to foster team unity and boost the organisations’ day-to-day efficiency.

Straddling assistance across all departments, the day to day functions of the department include strengthening human resources and organisational policies, creating and updating records and managing databases of personnel, financial and other data, assisting budgeting and bookkeeping procedures amongst other tasks.

Position Description

The Administrative Officer is responsible for the day-to-day running of the AAM office, ensuring efficient and effective operations and coordinating all issues affecting daily operations.

The Administrative Officer will work with the Operations team to ensure the needs of the office are met in a timely manner. The position calls for a well-rounded individual with excellent time management skills, the ability to effectively communicate with a wide range of stakeholders, and someone who is well-organised.

The successful candidate will take the lead in coordinating and managing the daily functioning of the AAM office. This will include but is not limited to; preparing outgoing orders of materials purchased, keeping the office clean and tidy (organising supplies, filing, paperwork), maintaining and replenishing inventory and office supplies, assisting the Operations Manager and other staff with projects as requested.

Key Responsibilities:
Administration and Office Management (70%):

• Providing administrative support for AAM’s legal services, community legal empowerment, employment disputes programme, and advocacy initiatives;
• Assisting walk-in clients’ by identifying needs and referring to relevant staff/resources, assisting with case prioritisation, updating databases, and other support as necessary;
• Assist with administrative functions and support to AAM’s accounting and finance staff.
• Manage the administrative functions of AAM, including but not limited to:
• Set up and maintain an efficient office filing system for correspondence, reports and other documents;
• Maintain database of important addresses, telephone numbers and other information relevant to the functioning of the office;
• Responsible for office administration payments within approved expense limits and they are made within reasonable time to ensure organisation continuity (eg. office rent, office telephone, office cleaning services, office utility bills (power, water, wifi, security), office catering services);
• Ensuring that the terms of lease and other office related agreements are not breached;
• Ensuring the availability of internet, electricity, and necessary office supplies at all times and liaising with relevant service providers when any such issues arise;
• Providing front desk services, including directing calls to relevant AAM staff;
• Tracking inventory and acting as the AAM petty cash guardian and periodically update petty cash reports;
• Managing AAM’s team calendar;
• Manage the repair and maintenance of computer and office equipment, and notifying the Operations Manager of any problems and estimated timelines;
• Manage the repair and maintenance of office infrastructure (including doors, windows, air conditioning units, kitchen equipment);
• Conduct initial communication as necessary with walk-ins or over the phone clients who speak Malay and English;
• Manage AAM Malaysia’s general email and channel relevant emails to the staff concerned;
• Coordinate staff activities throughout the company to ensure efficiency and maintain compliance with company policy;
• Maintain and update the office vendors to ensure upkeep of office space and equipment;
• Supervise cleaning crew and cleanliness of office space;
• Liaising with staff in other departments concerning interdepartmental communication;
• Maintain and file all organisation records in a systematic manner.

Other Duties (30%)

• Updating Interpreter log as and when required;
• Process payment for the Interpreters end of every month;
• Updating RIPS in response to client engagement;
• Managing and monitoring the Service Request Form (SRF);
• Participate in program or office events, meetings and engagement;
• Meet with the AAM leadership to discuss office or organisation needs and issues as they arise;
• To perform any other duties as assigned by the supervisor.

Reports to: Associate Director of Operations

Minimum Qualifications

• A minimum of 2 years of demonstrated previous professional experience in a similar role;
• Strong relationship building and communication skills;
• Fluency in English and Malay;
• Able to use MS Office and other basic computer skills;
• Must be able to work under stress of meeting deadlines, changing priorities, and in a multicultural environment;
• Ability to take initiative and provide constructive feedback;
• Strong analytical and problem-solving skills;
• Demonstrated understanding of refugee issues would be advantageous.

Preferred Qualifications

• Strong administrative and organisational skills
• Demonstrated ability to multitask, work independently, and meet deadlines
• Strong attention to detail
• Demonstrated financial literacy
• Demonstrated ability to providing outstanding client service and continuous improvement
• Strong communication skills (oral and written)
• Demonstrate effective social relationships and team building skills

Start date: As soon as possible.

Salary and Benefits
The position comes with a competitive non-profit salary, and a robust benefits package including paid time off. The monthly salary range is between RM2800 - RM3000.

Hours and Location of Work
We anticipate this position will require 40 working hours per week, with the occasional requirement to work outside of normal business hours for events, meetings, and other work-related commitments. This is a full-time position based in Kuala Lumpur, Malaysia.

Instruction to Apply
Upload a cover letter, resume, and portfolios. In your cover letter, please describe your reasons for applying, relevant qualifications, and how this position with AAM fits into your career plans.

Please note that only shortlisted candidates will be contacted for the recruitment process.

Asylum Access is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We value the expense of those who have experienced displacement and encourage people with such lived experiences to apply. For more information about our organization, visit www.asylumaccess.org.