1. JOB PURPOSE
Summarise in one statement why your job exists; and how it contributes to the overall mission/objective of the organisation.
The Admin Executive is a core member of HR Team, assisting
HR Manager in managing the efficient operation within the country, ensuring that Admin processes and practices comply with country regulations. The role works closely with HR Manager by providing country-specific insights for the successful development of relevant RHQ strategies.
2. CRITICAL ACCOUNTABILITIES
List the responsibilities (Key Result Areas and the major activities) that must be achieved in order that the job purpose is fulfilled. For each KRA, document the performance measure(s) (i.e., outcomes) which indicate successful accomplishment of that KRA.
Administration duties:
• Handle work permit and residence card for expats.
• Handle flight & Hotel/ Car Booking for regional members visit.
• Handle car booking for MD.
• Maintain up to date information on hotel rates to all employees and update in Intranet.
• Work with vendors on immigration process and documents.
• Work with landlord to register all necessary procedures for new staff.
• Monitor and purchase stationeries and pantry items timely.
• Manage vendor contracts & payment related to Admin.
• Forecast operation budget annual for BP & FC.
• Support upload contract via DocuSign
• Manage
admin internal reporting.
• Other ad-hoc duties
Facility Management & Office Maintenance
• Manage and maintain office facility.
• Liaise with landlord, internal staff and vendor on any issues relating to office maintenance.
• Prepare documentation on maintenance of copier machines, vending machines and newspaper vendor, pest control...
• Other ad-hoc duties.
IT Support• Liaison for IT queries between local office and RHQ.
• Administrative preparation for IT internal reviews, audit and checks.
• Periodic reporting to RHQ on IT related matters.
• Assist RHQ in administering IT standards.
• Prepare and submit IT reports as required by RHQ.
• Other ad-hoc duties.
Legal & compliance support
• Support RHQ Legal team in documents preparation and follow up.
• Keep the company legal document safety.
• Follow up compliance activity plan with RHQ.
• Complete compliance reports as required by RHQ.
• Other ad-hoc duties.