Administration Officer

Administrative (50%)

• Support the said units in the APRO in all daily administrative duties.
• Maintain an up-to-date annual activity and leave calendar for the units.
• In coordination with Country Delegations (CD) and Country Cluster Delegations (CCD), keep the up-to-date contact lists of the IFRC structures, National Societies and other important partners.
• Serve as a point of contact for staff in the said units who need information or support from the Regional Office (RO) and direct them to the relevant expert and channel communication as needed.
• Disseminate information on upcoming meetings/trainings/workshops etc. to Asia Pacific (AP) CD/CCD and other contacts on behalf of the unit.
• Support the said units by preparing briefing and debriefing programmes with various units within APRO, for visitors and new staff/delegates.
• Provide peer support to the national society regarding their travel arrangement, insurance, visa, etc based on the IFRC travel policy.
• Provide administrative support to event which involves a High-Level Management - Movement Induction Course (MIC), AP Regional Conference and also coordination for other meetings.
• Coordinate admin support between other units in APRO and the said units
• Support the out-posted delegates to link with the said units and APRO including to obtain approval from the Head of Units with the request for travel /expenses.
• Prepare Requisition Form and Purchase Order for the procurement process and obtain relevant signatories.
• Prepare Requests for Payments of various expenses.
• Maintain a standard filing system.
• Drafting letters and other correspondence.
• Responsible for the e-contract process for hiring consultants, developing project agreements with National Societies and service agreements with other external partners and service providers.
• Support the APRO Administration Unit as a part of the extended administration team in various duties.
• In coordination with Admin and HR, to ensure that end of mission process of outgoing staff members from the said units is completed.

Logistics / Finance (40%)

• Oversee travel and accommodation arrangements for the said units’ team members, in liaison with the travel agent.
• Oversee travel and accommodation arrangements for the said units’ visitors, in liaison with the travel agent.
• Assist in completing e-travel, and mission expenses system for the said units’ Heads.
• In coordination with APRO Admin team, to support visa applications for unit members’ mission travels.
• Assist in the procurement process for the said units e.g. office equipment.
• Arrange farewell reception and token of appreciation, if required.
• Arrange Federation vehicle/driver for team members/visitors, if required.
• Assist the said units’ Heads in preparing monthly cash forecasts for the finance department.
• Coordinate logistics for global/regional meetings/trainings/workshops/forum taking place in Kuala Lumpur and overseas, including budgeting, scheduling, venue arrangements, meeting room set-up, AV equipment needs, refreshments, printed materials, participants’ management, prepare per diem sheet / arrange disbursement of per diem to the relevant participant(s), invitation letter for visa process, create registration form, RSVP process, prepare the welcome package, arrange welcome dinner reception, arrange certificate of participation (training/workshop), and support the Facilitator(s) admin needs.

Programmes (10%)

• Research and keep updated a calendar of regional events, Observance days, elections etc.
• Research and build an inventory of think-tanks and research institutes.
• Support in media monitoring for Humanitarian Diplomacy and Communications units.
• Support assigned Head of Units with minutes-taking in meetings.

Others

• Any other related job assigned by Line or Technical Manager