The Administrative Associate/Specialist will be responsible for providing administrative support to ensure smooth office operations. The role may provide support across different focus areas within the Administration Department, adapting as organizational needs change.
Key Responsibilities:
Procurement Support
- Assist with scheduling and receiving of goods and services for non-donation items.
- Inform concerned teams of delivery schedules
- Assist in inspection and acceptance of delivered items.
- Report and coordinate with Procurement and internal teams to resolve delivery or quality issues.
- Collect, compile, and transmit documents required for payment processing, ensuring completeness and accuracy.
- Track payment status and update Procurement and concerned teams.
- Confirm payment completion and close all related documentation.
Asset Borrowing and Inventory Control
- Manage office inventory, assets and consumables
- Handle borrowing requests and ensure proper approval, documentation, and timely return of assets.
- Monitor stock levels and request for replenishment needs for consumable items.
- Maintain the centralized laptop inventory and buffer units
- Coordinate laptop issuance and replacement
Email Account Management
- Assist in managing company email accounts in coordination with Corp IT
- Regularly review and clean up inactive or unused email accounts
- Coordinate email account creation, updates and deactivation requests.
Administrative and Operational Support
- Organize and file admin-related records and documents in shared folders ensuring completeness and accuracy of records.
- Perform ad hoc tasks as requested to support the Administrative Shared Services.
- Oversee the storage requirements of the GBF Head Office.
- Ensure proper organization, labeling, and efficient use of storage space.
Job Qualifications:
- Bachelor's degree in Business Administration or any related field
- At least 1 year of experience in an administrative role handling diverse tasks and priorities is preferred but fresh graduates are welcome.
- Good in verbal and written communications
- Detail-oriented, systematic, and process driven
- Strong skills in: MS Office (Excel), Customer service and care, problem solving, and organization
