Office Manager
Proforest
is seeking an organised, dedicated and experienced Office Manager to
oversee the daily office operations of its Southeast Asia Regional
Office.
About Proforest
Proforest
is a dynamic non-profit organisation with global presence that has
established itself as a leader in the development and implementation of
sustainable production and sourcing of natural resources. We work at
every stage of the supply chain, from production and processing, through
to purchasing and investment and focus on the opportunities for
conservation and social benefits within the production landscape.
Position summary
This
position is an exciting opportunity to take responsibility for
providing effective day-to-day finance and administrative support to a
busy and growing team in our Southeast Asia office. Based in Kuala
Lumpur, Malaysia, the post will involve management of office
administration and provision of Finance, HR and IT support.
The
Office Manager should be an independent, motivated and well-organised
person with high attention to quality and detail in order to effectively
manage office and finance systems and carry out all administrative
activities to ensure the smooth running of the regional office.
Proforest is a growing organisation and therefore requires a dynamic and
adaptive individual who can manage conflicting priorities.
Responsibilities
Office Administration and Maintenance
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Manage all day-to-day administrative/reception tasks to ensure an efficient front office
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Organise internal and external meetings, conferences and workshops
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Liaise closely with other Proforest offices and particularly the UK office
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Support staff with travel arrangements and logistics (bookings, visa applications, invitation letters)
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Implement office and finance management systems to be compliant with Proforest Group systems, policies and procedures
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Manage contracts and relationship with service providers (office lease, insurance, cleaning, utilities, etc.)
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Arrange supplies of stationery and other office consumables, and ensure maintenance of equipment
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Organise layout of office space
Health and Safety
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Monitor Travel Alerts and provide travel risk information to Proforest staff
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Implement office health and safety procedures and ensure they are observed
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Carry out risk assessments (workstation, fire risk)
Finance
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Manage office finance budget and financial resources (basic book-keeping, office expenditures, financial reporting)
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Ensure compliance with Group Finance procedures and provide accurate
and timely financial reporting to the Group Finance department
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Provide support for year-end audit
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Co-ordinate statutory reporting
Human Resources and IT
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Support recruitment and induction process for new staff
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Ensure staff absence records are up to date
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Maintain IT and communication technology (laptops, phone/conferencing systems)
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Help staff with resolving IT issues
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Maintain payroll files
The successful applicant will be expected to carry out other tasks that may be assigned by the Proforest directors or his/her line manager as may be required.
Qualifications, Experience, Skills
Essential
-
At least a basic university degree and/or an equivalent recognised
professional qualification in a relevant discipline (e.g. business
administration, accounting, financial management, etc.)
-
Min. 2 years’ experience in a similar role (office administration/management, finance administration)
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Good understanding of accounting rules and experience in bookkeeping as well as financial reporting
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Computer literacy, in particular very good MS Excel skills
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Fluency in English and Bahasa Malaysia
Desirable
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Good time-management and organisational abilities
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Experience in organising meetings and travel logistics
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High level of accuracy and attention to detail
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Highly developed interpersonal and team-working skills
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Excellent communication skills in a variety of settings (formal/informal, dealing with partners, clients, vendors etc.)
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Fluency in other common languages spoken in the Southeast Asian region (Mandarin, Bahasa Indonesia etc.)
Salary
Commensurate with skill and experience but within the range of MYR 4,500-6,000 per month.
To apply
Please send your CV, a cover letter and your salary history to personnel@proforest.net
Application Deadline: 11 September 2015
Shortlisted candidates will be contacted by 28 September 2015
Proforest is an equal opportunity employer.
