Proforest,Regional Office Manager Jobs in Malaysia

Closing date: 11 Sep 2015

****Job
Opportunity****

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 orga
nisation 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. More information on Proforest is available at www.proforest.net

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

Manage
all day-to-day administrative/reception tasks to ensure an efficient front
office
Organise
internal and external meetings, conferences and workshops
Liaise
closely with other Proforest offices and particularly the UK office
Support
staff with travel arrangements and logistics (bookings, visa applications,
invitation letters)
Implement
office and finance management systems to be compliant with Proforest Group
systems, policies and procedures
Manage
contracts and relationship with service providers (office lease,
insurance, cleaning, utilities, etc.)
Arrange
supplies of stationery and other office consumables, and ensure
maintenance of equipment
Organise
layout of office space

Health and Safety

Monitor
Travel Alerts and provide travel risk information to Proforest staff
Implement
office health and safety procedures and ensure they are observed
Carry
out risk assessments (workstation, fire risk)

Finance

Manage
office finance budget and financial resources (basic book-keeping, office
expenditures, financial reporting)
Ensure
compliance with Group Finance procedures and provide accurate and timely
financial reporting to the Group Finance department
Provide
support for year-end audit
Co-ordinate
statutory reporting

Human Resources and
IT

Support
recruitment and induction process for new staff
Ensure
staff absence records are up to date
Maintain
IT and communication technology (laptops, phone/conferencing systems)
Help
staff with resolving IT issues
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)
Good
understanding of accounting rules and experience in bookkeeping as well as
financial reporting
Computer
literacy, in particular very good MS Excel skills
Fluency
in English and Bahasa Malaysia

Desirable

Good
time-management and organisational abilities
Experience
in organising meetings and travel logistics
High
level of accuracy and attention to detail
Highly
developed interpersonal and team-working skills
Excellent
communication skills in a variety of settings (formal/informal, dealing
with partners, clients, vendors etc.)
Fluency
in other common languages spoken in the Southeast Asian region (Mandarin,
Bahasa Indonesia etc.)