The Senior Admin Officer, reporting to Head of HR, Administration, Grant and Compliance, is mainly responsible to assist the direct supervisor in day-to-day office facilities and HR and admin support operation, to enforce the compliances, policies and procedures in a constructive manner and to act as the contact point for all office facilities and admin support operation.

Duties include (but are not limited to):

• Ensure that office facilities maintenance is done regularly including aircon maintenance, electricity and generator maintenance and other office utilities maintenance.
• Manage monthly office admin expense and ensure that monthly bills are paid on time.
• Manage office supplies and place orders if necessary.
• Ensure the office space is clean and tidy.
• Coordinate with outsourced IT team for computers, laptops, tablets maintenance and other IT related network and system errors.
• Manage and arrange office vehicle routes based on the users’ demand by ensuring the efficiency of fuel usages.
• Deal with the outsourced agencies and ensure the efficiency of purchased services. 
• Prepare rental contracts and payment processes and do proper filing.  
• Assist the Head of HR, Administration, Grant and Compliance with all office supplies, admin and HR related procurement processes, including collecting quotations, preparing documentation, completing the payment process, and receiving the purchased item/services.
• Lead the office assets registration process and follow up the regular update periodically. 
• Process visa extension and other employment requirements if needed.
• Manage and process the employee health and life insurance including buying new or replacement and assisting in claim procedures. 
• Manage the daily attendance software and ensure that employees are using it regularly.
• Assist with the recruitment process by longlisting candidates, scheduling interviews, preparing a welcome package (sitting area, ID card, email, computer, stationery, etc.) and filing documents.
• Ensure the confidentiality and security of all files and data.
• Ensure that all the documents are kept in systematic filing order.
• Assist the Head of HR, Administration & Compliance in preparing documents for year-end audit. 
• Perform other tasks assigned by direct supervisor. 

• University Degree in any discipline (preferably Professional certificate or diploma in Business Management)
• Minimum 2 to 3 years' experience in related field (experiences in INGOs are much preferred.)
• Digital friendliness, especially with all google services and Microsoft Office.
• Good command of English in both writing and speaking skills.
• Ability to work under pressure and in a multicultural environment.
• High level of accuracy, efficiency and accountability is required.
• Strong interpersonal, communications & presentation skills.
• Strong organizational and time management skills and ability to prioritize. 
• Ability to travel nationally and internationally if needed.