Administrative Officer

About the Department

The Global Executive Office plays a pivotal and strategic role in governance and internal alignment. The Department coordinates DNDi’s three continental regional office groupings and the Policy Advocacy team. 

About the Office

DNDi established its South-East Asia office in Kuala Lumpur in 2004. DNDi South-East Asia develops and supports R&D and access partnerships in Malaysia and the neighbouring region that are central to delivering DNDi’s global strategy, particularly in the areas of hepatitis C and dengue. 

Overview

The admin support officer plays a pivotal role in ensuring the seamless operations support for the Southeast Asia (SEA) Regional Office (RO). This position encompasses a range of tasks and responsibilities that are essential for the effective functioning of the SEA RO. The office admin is responsible for providing critical support, which includes, but not limited to, scheduling meetings, managing correspondence, and maintaining office supplies.  Effective communication management is a key responsibility of the admin officer. This involves handling incoming and outgoing communications, such as phone calls, emails, and mail, to ensure a smooth flow of information within the SEA RO, other DNDi officer and relevant external parties. The officer will be responsible for maintaining accurate records and files, both physical and digital, for easy access to important information and compliance with regulations. The officer will also be responsible for managing SEA RO resources, including equipment and supplies, to ensure that the office is well-equipped to meet its operational needs.  Coordination of office activities for SEA RO will be managed by the admin officer. The officer will ensure efficiency and compliance with DNDi policies when executing these responsibilities. This includes addressing inquiries and resolving issues promptly and professionally within the scope of the officer’s responsibilities. In addition, the role provides administrative and coordination support to the External Relations team operating globally, ensuring consistent processes, accurate information management, and effective coordination across locations. 

Responsibilities

Support to Director & Leadership Team

• Proactively manage the SEA RO Director’s meeting schedules, appointments, and travel arrangements (internal and external).
• Ensure the Director has all relevant documents, briefings, and logistical information ahead of meetings and engagements.
• Support the Head of Operations by coordinating the implementation of office policies, procedures, and operational requirements at SEA RO.

Office Administration and Compliance

• Act as the focal point and support for SEA RO staff and guests by handling administrative tasks such as organizing meetings and events, coordinating travel and logistics, preparing and filing documents, managing visitor arrangements, and supporting daily office operations.
• Coordinate all SEA RO office activities by managing meeting logistics, office operations, staff and visitor arrangements, and administrative processes in alignment with local regulation and DNDi policies.
• Support the implementation of office policies, procedures, and compliance requirements.
• Liaise with other regional offices by coordinating SEA RO administrative processes, sharing updates, aligning procedures, and supporting cross-regional office activities to ensure compliance with local regulations and DNDi policies.

Meeting & Event Coordination

• Organize and schedule SEA RO team meetings and external meetings, including sending calendar invitations and managing attendance
• Prepare, coordinate and circulate meeting agendas, pre-reads, and supporting documents for SEA RO related visits, meetings and appointments.
• Take meeting notes, develop clear minutes, and circulate action points to relevant documents for SEA RO meetings.
• Coordinate meeting and event logistics for SEA RO including room setup, furniture arrangements, refreshments and guest support in accordance with local considerations and sensitivities as required.

Travel and Logistics Management

• Manages all regional travel and accommodation arrangements for SEA RO staff and visitors in accordance with DNDi travel policies.
• Handle incoming and outgoing mail, courier services and in-person document deliveries to local ministries, agencies, and stakeholders.
• Support ad-hoc logistical tasks and errands as required to ensure smooth office operations.
• Coordinate logistics for official visits, including transport, accommodation, and scheduling of meetings.

Document and Data Management

• Ensure timely collation and consolidation of data and information for all scheduled reports for SEA RO.
• Prepare, produce and distribute official correspondence including memos, letters, faxes, forms, and other relevant documents for the SEA RO.
• Maintain a structured database in SharePoint for office-related documents, action plans, regional road maps, policies, and procedures in alignment with local regulations and DNDi policies.
• Support document reproduction, digital scanning, and secure organization of physical and electronic files as required.

Resources, Inventory and Sustainability

• Monitor office inventory and initiate orders to maintain adequate stock levels.
• Engage and manage vendors to ensure cost-effective, quality, and sustainable supplies and services.
• Support the upkeep of office equipment and report maintenance issues promptly.
• Coordinate sustainability initiatives, such as recycling and waste reduction in SEA RO.
• Maintain cleanliness and orderliness of the office premises, including meeting rooms, pantry and shared spaces.

Communication and Coordination

• Maintain updated contact lists for SEA RO staff, partners and stakeholders.
• Manage general office communications including phone calls and correspondence (e-mail, letters, packages, etc.) for SEA RO.
• Represent SEA office and participate as Members of the Global Executive Office Coordination team (including active participation in the weekly meeting).
• Proactively facilitate planning and foster alignment with the Directors, their office, and the rest of the organization.
• Support internal communications by sharing key information from the Director/office with the Director/team and sharing updates from the Global Executive Office Coordination team members with the Director/office.
• Support Global Executive Office projects as needed, including global internal communications projects.

Administrative support to Management of the global External Relations team (35%)

• Meeting coordination and support (scheduling, logistics, preparation and follow-up).
• Salesforce (SF) support, including data entry in line with established processes and guidance.
• Ad hoc administrative and systems support as needs arise (e.g. document management, information requests, coordination tasks).

Reporting line & Interactions

• The Admin Support Officer reports to the Senior Partnership and Operations Manager.
• The Admin Support Officer has a dotted line report to the Head of External Relations, Asia. 
• Works with SEA RO team, operations and admin units in the Operations and the Global Executive Office. 
• Interacts with stakeholders in the same specialist/functional domain, interacting with external suppliers and providers to ensure effective task execution. 

Experience and Education

• First university degree (Bachelor level) in a relevant field if required by the function.
• Minimum of three years’ experience in the relevant area of work is preferred.
• Proven ability to work effectively in a team environment and matrix structure.
• Experience working in the public and private sector is highly desirable. 

Skills and competencies

• Strong foundational skills in the relevant area of expertise.
• Ability to take directions, work independently, and complete tasks within deadlines.  
• Proven experience as an administrative officer, administrator, or similar role.
• Familiarity with office management procedures and understanding of office equipment.
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular).
• Excellent time management skills and the ability to prioritize work.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to multi-task and maintain confidentiality.
• Ability to follow instructions and work independently.
• Additional qualification as an administrative assistant or Secretary will be a plus. 

Other requirements

• Fluency in English and Bahasa Malaysia.
• Proficiency in other local languages desirable.
• Excellent knowledge of Microsoft Suite.

DEI Statement

DNDi is committed to building a diverse, equitable and truly inclusive organisation. Our success and global reach are dependent upon our ability to encourage diversity and draw on the skills, understanding and experience of all our people. We particularly welcome applications from those who are underrepresented in at DNDi and across the sector, especially women, and including, but not limited to, black and minority ethnic candidates, and those with other protected characteristic.