People and Organisational Coordination, Operations

Job Description:
Role (title): People and Organisational Coordination
Level: Associate (Mid Level)
Division: Operations
Start Date: Immediate
Employment Type: Full time, 12-Month Contract (Renewable)
Compensation: RM3,000 - RM4,000
Location: Kuala Lumpur, Malaysia
Work Mode: Hybrid (Office, Travel, Work From Home)
Reporting Line: Director of Operations

About Operations:

• Operations at PEMIMPIN is the backbone of the non-profit organisation, ensuring that all programs, initiatives, and teams run smoothly, efficiently, and in compliance with organisational standards as we advance our mission to strengthen leadership in schools.
• The team oversees key functions including finance and administration, people and
  culture, systems and technology, process compliance and governance, and data and knowledge management, enabling the organisation to operate effectively and focus on impact.
• The Operations team works closely with the Senior Leadership Team (SLT) to facilitate stakeholder meetings, ensure organisational alignment, and support
  strategic initiatives.
• By combining operational excellence with people-focused support, the Operations team provides the structures, systems, and guidance needed to deliver high-quality impact while fostering an efficient, collaborative, and positive working environment.

About the Role:

• The Associate plays a key role in supporting PEMIMPIN’s internal operations by ensuring the smooth execution of organisational processes, systems, and workflows.
• The role is responsible for documenting finance and administrative processes, coordinating people and culture initiatives, administering organisational systems and technology platforms, supporting process compliance and governance, and maintaining effective cross-team communication to enable efficient operations across the organisation.
• Key responsibilities include processing financial transactions and reimbursements, tracking grants and expenses, supporting HR activities such as coordinating onboarding, training and internal communications, administering platforms such as CRM, Slack, and Google Workspace, and coordinating documentation and compliance processes.
• The Associate also works closely with the Senior Leadership Team (SLT) by facilitating preparations and logistics for meetings and stakeholder engagements, and contributes to cross-pillar coordination across PEMIMPIN’s initiatives.
• Through hands-on operational execution, collaboration with internal teams and external partners, and continuous process improvement, this role helps ensure that PEMIMPIN’s programs, initiatives, and teams operate effectively and consistently.
• The Associate reports to the Director of Operations and works closely with the Senior Leadership Team to translate organisational strategies into clear processes and actionable workflows.

What Success Looks Like in This Role:

• The financial transactions, reimbursements, and grant expenditures you coordinate in an accurate, timely, and well-organised manner support transparency, accountability, and readiness for reporting and audits.
• The thoughtful and clear onboarding processes, internal communications, and professional development sessions you run with the team strengthen collaboration, alignment, and a positive organisational culture.
• The governance and compliance processes you develop, document, and implement with clear SOPs ensure organisational practices are consistent, transparent, and reliable.
• The systems and platforms, such as CRM, Slack, and Google Workspace, that you set up and maintain effectively enable teams to access information easily, collaborate efficiently, and sustain productive workflows.
• The meetings and engagements with the Senior Leadership Team (SLT), board members, and external stakeholders that you coordinate with careful planning and clear documentation support organisational alignment, compliance, and the execution of strategic initiatives.