Office & Administrative Officer
Job description
Job Location: Kuala Lumpur, Malaysia
Duration: Full-time position
Start Date: ASAP
Compensation: RM3,200 – 3,500 per month
Job Summary:
The Administrative Officer plays a central role in ensuring that ENACT’s operational, financial, and compliance systems run smoothly. This role manages day-to-day office operations while supporting grant administration, financial processing, internal coordination, and regulatory compliance across multiple donor-funded projects.
The position works closely with the Operations and Finance Manager and project teams to maintain structured documentation, process payments and claims, coordinate travel and logistics, and ensure readiness for audits and donor reporting. This is a hands-on role requiring strong organisational discipline, attention to detail, and the ability to manage multiple deadlines in a dynamic environment.
Responsibilities:
● Manage daily office operations and maintain structured physical and digital filing systems.
● Coordinate team meetings, calendars, and internal communications.
● Coordinate office procurement, vendor coordination, and inventory management.
● Arrange domestic and international travel, including flights, accommodation, itineraries, permits, and visa documentation.
● Support event logistics, workshops, and stakeholder coordination.
● Process reimbursements, claims, and payments with accurate documentation and tracking.
● Support salary processing and statutory contributions, including EPF, PERKESO, SOCSO, and related compliance requirements.
● Update cash flow trackers, expense sheets, and budget monitoring documents maintained by the Operations and Finance Manager.
● Prepare and organise financial documentation for donor reporting, grant claims and audits; maintain structured grant and compliance folders.
● Generate invoices using QuickBooks and maintain proper financial archiving systems.
● Track project expenditures and support accurate coding/classification and reconciliation of receipts and supporting documents, escalating discrepancies to the Operations and Finance Manager.
● Maintain structured grant and compliance folders to ensure audit readiness at all times.
● Maintain personnel records, leave trackers, and statutory documentation.
● Support HR processes including claims, contracts, onboarding, and administrative coordination.
● Maintain and improve internal systems such as ClickUp and Google Workspace to strengthen workflow efficiency.
● Support field logistics, permit applications, travel documentation, and coordination with government agencies where required.
● Reports to the Operations and Finance Manager
Qualifications:
● At least 2 years’ experience within an administrative role in an office setting
● Excellent organisational, time management and problem-solving skills, with strong attention to detail.
● Excellent written and oral communication, negotiation and relationship-building skills.
● Demonstrated computer skills, including proficiency in Microsoft Office and Google’s G Suite tools. Experience with Intuit Quickbooks Online is ideal.
● Good written and verbal communication skills in English and Bahasa Malaysia.
● Legal permission to live and work in Malaysia.
Desired Characteristics:
● Proactive and self-driven, with the ability to work independently while maintaining accountability.
● Strong problem-solving skills and attention to operational detail.
● Comfortable working in a fast-paced, compliance-driven environment.
● Adaptable and resilient when managing shifting priorities and deadlines.
● Committed to upholding and contributing to a diverse work environment, recognising the value and strength in a wide range of perspectives and experiences.
Application Process:
To apply for the Administrative Officer position, please submit your resume to recruit@enactpartners.org with the subject line “Administrative Officer Application,” outlining your relevant experience. We aim to respond to your application within one (1) week upon submission. Upon being selected, we will contact you to arrange an online interview at a mutually agreed time and date. We look forward to learning more about your skills, motivations, and envisioning how you might contribute to our team.
Diversity Statement:
Energy Action Partners is committed to creating a diverse and inclusive work environment where everyone feels valued, respected, and supported. We believe that a diverse team enriches our organization, enhances our perspectives, and is crucial to achieving our mission. We welcome applicants from all backgrounds, cultures, and experiences. We are committed to equal employment opportunities and strive to provide an inclusive and barrier-free recruitment process. If you require any accommodations at any stage of the application process, please let us know, and we will be happy to assist.
About Energy Action Partners:
Energy Action Partners (ENACT) is an international non-profit organisation dedicated to expanding individual opportunity and strengthening communities through collaborative projects, activities and educational programs focused on improving access to sustainable energy services.
Contact:
For more information, please contact recruit@enactpartners.org.