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IRC - The International Rescue Committee

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Job Description

Background/IRC Summary: The IRC has a rich history of assisting refugees to apply for U.S. resettlement, from its founding in 1933 to help vulnerable individuals escape Nazi-occupied Europe, to pioneering the Joint Voluntary Agency which assisted Indochinese refugees for 22 years, to operations in Croatia, Sierra Leone and Sudan. Over the years, IRC has processed some half million refugees worldwide for U.S. resettlement.

Based in Bangkok with four field offices in Thailand and Malaysia, the IRC Resettlement Support Center (IRC-RSC) assists persons throughout East Asia seeking permanent resettlement in the United States. RSC prepares refugee applications for the U.S. Refugee Admissions Program, provides information to resettlement agencies about arriving refugees and offers cultural orientation training to those refugees bound for the U.S.

Job Overview/Summary: The Malaysia based Admin Manager is Responsible for the provision of efficient, high quality administrative support to Malaysia-based staff and senior management. Major Responsibilities:

General Office Management: Maintain an adequate inventory of essential office, consumable computer and pantry supplies at Fraser Business Park (FBP) worksites. 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 the FBP worksites. Ensure all office equipment and fixtures are in good working condition at all times at Fraser Business Park (FBP) worksites. Coordinate with Supply Chain staff on all repair work of office equipment and fixtures and structural improvements/changes at both FBP worksites. Responsible for coordination and overseeing of all maintenance and repair work of office equipment and fixtures at both FBP worksites. Arrange lodging, local transportation and securing necessary facilities for visiting IRC staff and guests during their assignments in Malaysia. Ensure that visitors to IRC offices are appropriately welcomed, coordinating activites with Operations and Program staff as needed. Arrange for regular maintenance/cleaning of FBP worksites. Prepare monthly lease and utility payments for expat housing and both FBP worksites and submit to Finance Department on the first day of each month. Arrange for delivery of drinking water for expat staff; review invoices submitted by vendor and prepare payment request voucher. Act as focal point for all expat housing and FBP office lease and facilities agreements with landlords; prepare renewal agreements for approval by Deputy Director, and submit copies of all lease agreements to Finance Department upon annual renewal. Act as the focal point for arranging personal effects shipments of arriving or departing expat staff. Prepare and submit monthly Administration cash projection to Finance Department. Supervise and monitor all contract cleaners and security guards for FBP RSC worksites. Maintain and update office keys and office key log at Fraser Business Park (FBP) for all RSC worksites.

Staff Management: Supervise and support the Operations Admin Assistant. Provide performance feedback on a regular basis and in a timely manner. Complete mid-year and annual Performance Management Evaluations (PMEs) for direct reports.

Management Support: Assist senior management with preparation of purchase and payment requests, expense reports and other relevant financial documentation. Ensure forms information included into the system are completed correctly and submitted in a timely manner. Prepare and distribute weekly management schedule. Provide administrative support to senior management team on correspondence, document formatting, and preparation/sharing of reports and statistical data. Ensure communication and coordination with Thailand-based management as needed Serve as focal point for scheduling and securing signatures and approvals from and for Malaysia senior management, prioritizing activities to ensure that deadlines are met. Assist senior management by ensuring timely review of local operational policies, including but not limited to the Security Management Protocol, Travel Policy, Employee Handbook, etc.

International and Domestic Travel: 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. Prepare and submit cash advance and payment requests as needed for senior management team for submission to Finance. Review all travel invoices submitted by Travel Company and prepare payment request voucher for submission to Finance. 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. Conferences and Meetings Maintain IRC meeting room calendars at FBP worksites. Coordinate both internal and external meetings for the management team, including securing space, making catering arrangements and ordering supplies and materials to be arranged properly and on time. Maintain up-to-date briefing kit materials and assist in updating or developing new handouts as needed.Assemble kits for distribution to visitors. Serve as minute-taker for meetings as requested, filing them on the shared drive.

Other Duties/Responsibilities Assist Supply Chain department staff with conducting asset inventory at FBP worksites. Support Operations Administration Coordinator in liaising with company secretary to ensure ongoing compliance with registration requirements. Serve on the Malaysia Security Management Team Perform other duties, as appropriate or requested by supervisor Key Working Relationships:

Position Reports to: Deputy Director, Malaysia Administration Coordinator Position directly supervises: Operations Assistant Indirect Reporting: Nil Other Internal and/or external contacts: Internal: Operations and Program staff External: Accredited Travel Agents, Hotels, Vendors, Suppliers etc.

Qualifications

Job Requirements:

Education: BA in Business Administration or related field

Work Experience: Minimum 5 years work experience in administration Experience in a non-profit or international environment preferable

Demonstrated Skills and Competencies: Strong interpersonal skills and cross group collaboration Well-organized, good follow-up skills and able to work under pressure Attention to detail and discretion with confidential information

Language and Computer Skills: Excellent written and verbal communication skills in English Language Fluency in Bahasa Malaysia Computer proficient and demonstrated skills in record keeping

Certificates or Licenses: Not applicable, unless required by law and/or organization to carry out official duties

Others: Able to travel whenever required Working Environment: The employee is required to adhere to the “IRC Way” for professional conducts, as well as to be in compliance with all relevant Policies and Procedures while carrying his/her duties.

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

Added 1 year ago - Updated 11 months ago - Source: rescue.org