Administrative Officer
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Job Location:
Monthly Salary:
Posted on:
30+ days ago
Vacancies:
1 Vacancy
Job Summary
1. Asset Management
- Maintain and continuously update the master asset register tracking details such as asset numbers locations and assigned users.
- Ensure all newly purchased assets are properly tagged and labeled according to organizational standards.
- Verify the accuracy of asset information and supporting documentation upon receipt of new assets.
- Collaborate with procurement and finance teams on all aspects of asset acquisition registration and documentation.
- Oversee and document the formal transfer of assets between staff or project offices.
- Monitor asset movement and maintain a clear record of all transfers.
- Prepare comprehensive asset reports and documentation for internal reviews and donor reporting.
- Ensure all assets are utilized appropriately and in full compliance with organizational policies.
- Establish and maintain a robust filing system for all asset-related documents including lists transfer forms disposal forms and verification reports.
- Review and validate monthly asset reports submitted from all LPK project offices.
- Manage the reporting process for damaged assets and office supplies providing timely support to all project offices.
- Coordinate and facilitate the timely write-off and disposal of assets in accordance with policy.
- Organize and conduct quarterly physical asset verifications with administrative focal points at all project locations.
- Ensure the monthly asset report is accurately compiled and submitted to the supervisor by the deadline.
2. Office Maintenance & Logistics
- Oversee the day-to-day functionality of the LPK Coordination Office ensuring facilities equipment and utilities are in good working order.
- Liaise with and coordinate external service providers for necessary maintenance (e.g. electrical plumbing internet).
- Proactively monitor the condition of office equipment and arrange for timely maintenance or repairs.
- Keep detailed records of all maintenance requests repairs and service schedules.
- Coordinate transportation and logistics to support staff travel field visits and meetings.
- Ensure accurate and complete documentation for all vehicles including logbooks maintenance records and fuel consumption reports.
- Monitor vehicle insurance registration and other legal documents to ensure they are always current and valid.
- Provide logistical support for the arrangement of meetings workshops and office events as needed.
- Coordinate with field offices on vehicle usage maintenance schedules and logistics support to ensure consistency.
- Guarantee full compliance with all organizational policies and procedures related to vehicle and office management.
- Ensure monthly vehicle and generator reports are prepared and submitted to the supervisor on time.
3. Stock & Inventory Management
- Maintain accurate and up-to-date stock records for all inventory including kitchen items stationery office supplies and generator fuel.
- Monitor stock levels continuously and initiate purchase requests when items hit the designated minimum threshold.
- Receive inspect and record all incoming stock verifying accuracy against delivery notes and invoices.
- Oversee the distribution of kitchen items stationery and office supplies to staff following approved request procedures.
- Monitor generator fuel stock levels and track usage to maintain adequate supply and inform reporting.
- Prepare and submit monthly stock consumption reports for all key categories.
- Work closely with the procurement team to ensure the timely purchasing of all required stock items.
4. Staff Supervision & Development
- Supervise the Jr. Administration Officer providing guidance regular constructive feedback and support to ensure the smooth execution of daily administrative tasks and professional growth.
- Delegate tasks effectively monitor progress and ensure the timely completion of all assigned duties.
- Provide ongoing coaching and training on administrative processes and procedures to build team capacity for the field staffs.
- Conduct orientation sessions for new staff members to introduce them to administrative systems and policies.
- Offer technical support and guidance to administrative staffs in project offices as needed.
- Foster clear communication and effective coordination between the administrative team and other departments.
- Support the supervisor in the continuous improvement of administrative systems and procedures.
- Ensure all administrative staffs strictly adhere to organizational policies and compliance requirements.
5. Contracts & Government Liaison
- Manage the full lifecycle of contractual agreements including leases rental contracts service agreements and consultant hiring.
- Initiate and prepare agreements contracts and service arrangements for both new engagements and extensions.
- Coordinate with other departments and service providers to ensure the validity before expiry of contract and agreement and extend or end for notice in a timely manner.
- Maintain the contractual documents up to date filing and extension for future audit purpose.
- Assist in drafting official letters documentation applications for registration Memoranda of Understanding (MOUs) and other government correspondence.
- Liaise and follow up with relevant government ministries and departments to secure necessary documentation and approvals.
- Act as the primary point of contact with Regional and Township Administration Departments for the submission of required reports.
- Other duties as assigned by supervisor.
Qualifications :
- University graduate (any major) with a recognized degree; a Master of Business Administration or Public Administration is an advantage.
- Minimum of 35 years of relevant professional experience in administration or a related field.
- Strong command of spoken English and written English.
- Proficient in standard computer applications (e.g. MS Office Suite).
- Highly organized systematic and proactive in managing tasks.
- Strong administrative and organizational management skills.
- Excellent documentation and record-keeping abilities.
- Effective problem-solving and decision-making skills.
- Strong interpersonal skills with the ability to work collaboratively in a team.
- Demonstrated ability to build and maintain positive working relationships with colleagues and stakeholders.
- Ability to manage multiple tasks simultaneously and prioritize work effectively to meet deadlines.
Additional Information :
09 09
Remote Work :
No
Employment Type :
Contract
Key Skills
About Company
Lan Pya Kyel Association (“LPK”) is a non-profit, non-political and non-sectarian organization. It is local organization in Myanmar. Organization is currently providing full comprehensive package of HIV prevention and treatment to vulnerable populations particularly, sex workers and m ... View more
