GENERAL AFFAIRS STAFF

Mô tả Công việc
JOB PURPOSE:
Support the GA Supervisor by taking ownership of routine General Affairs transactions, document control, data preparation, and follow-up so that operational issues and deadlines are visible and controlled.
Understand the purpose behind assigned work, verify facts, identify abnormalities or inefficient practices, propose practical solutions, and follow agreed actions through closure instead of only executing instructions.
Coordinate with internal departments, field PICs, and approved service providers to ensure assigned GA activities are completed safely, on time, and with traceable supporting evidence.
Target: To build a reliable GA support role that completes routine transactions independently within defined boundaries, strengthens issue follow-up and reporting, and allows the GA Supervisor to focus on review, decision, escalation, vendor/service control, and continuous improvement.
RESPONSIBILITIES:
1. Routine GA Transactions & Coordination
Daily meal headcount/order, OT meal changes, menu display, and preparation of required canteen documents while the current process remains in use.
Arrange routine shuttle bus/taxi, maintain passenger/user lists, and coordinate approved hotel, flight ticket, courier, mail, and other administrative requests.
Support meeting-room readiness, company events, approved office supplies, recurring pantry/admin items, and other scheduled GA activities according to the GA calendar.
2. Payment, Contract & Cost Administration
Prepare and follow up PR/PO/WO/payment packages, service-statement reconciliation, invoices, acceptance evidence, quotations, and required supporting documents.
Maintain vendor/contract master data and alert the GA Supervisor on contracts or service items approaching expiry/renewal, especially within the next 60-90 days.
Prepare monthly cost/service data and payment status for review; identify missing documents, unusual variances, overdue items, or risks before submission.
3. Vendor, Service & Issue Follow-up
Follow routine service actions for canteen, transportation, cleaning, security support, facility/WO, utilities, office services, gardening, and other assigned GA vendors.
Maintain service records, checklists, open-item/action trackers, and closing evidence; coordinate with field PICs for source information and actual-condition confirmation.
Perform on-site verification when needed to confirm service quality, work completion, or reported information; this position is not intended to be a full-time patrol or errand role.
4. Expat & Administrative Compliance Support
Prepare supporting documents and track deadlines for work permit, temporary residence card (TRC), visa, and other assigned expatriate/GA administrative requirements.
Maintain complete and traceable files, monitor expiry dates, and alert the GA Supervisor early enough for required action or escalation.
5. Reporting, Problem Solving & Continuous Improvement
Prepare weekly/monthly GA reports and maintain key action trackers.
Analyze repeated issues, manual/duplicated work, bottlenecks, and basic operational data to identify root causes and practical improvement opportunities.
Propose and support implementation of simpler workflows, standardized templates, checklists, trackers, or system-based controls; follow agreed improvement actions through closure.
6. Role Boundary & Escalation
Act as the transaction/document owner for assigned routine work; the GA Supervisor remains the final owner for approval, management decision, escalation, major vendor issues, and cross-functional management matters.
Do not make independent legal, safety, technical, commercial, or cost commitments outside the approved authority. Technical inspection/maintenance and compliance ownership remain with the competent PIC/function.
Escalate legal/safety risk, service interruption, employee-impact issue, repeated vendor failure, or significant cost/compliance concern immediately with clear facts and recommended next action.