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Assistant Manager, State Offices

The National Cancer Society Of MalaysiaMelaka, Melaka, Malaysia

14 jam yang lalu

Penerangan pekerjaan

Job Purpose

To maintain the state office and as well to carry out the mission and vision of the organisation within the administrative domain. To lead fundraising efforts as well as the organising of programmes and activities pertaining to the pillars of Educate, Care and Support across all platforms at the state level, working together with national management, internal and external stakeholders including donors in achieving these goals.

Key responsibilities and accountabilities

Office Management

To ensure that all utilities pertaining to the state office are paid up to date and records maintained
To ensure that all scheduled maintenance of equipment and services for the state office are maintained up to date.
To ensure that licensing and certification requirements for the state office and relevant areas of the organization are met and kept-up-to-date as per regulatory requirements.
To ensure that all office supplies are kept in an adequate quantities and to be replenished in a timely manner
To keep an up-to-date inventory of movable and non-movable assets of the state office and ensure these assets are stored in a safe and secure manner.
To ensure all records in terms of all aspects the state office are documented, and stored in systematic and timely manner.
To ensure all legal instruments pertaining to the state office in terms of contracts, MOUs and others are kept up-to-date and stored in a systematically accessible, safe, and secure manner.
To ensure the safety and security of the state office in terms of physical structural safety as well as human resource safety and to act to ensure that this is safeguarded at all times.
To organize intra-office meetings in terms of head-of-department and management meetings and to function as its secretariat.
To coordinate with all other departments in order to ensure the effective running of the organization.

Infrastructure and Asset Management

To determine if there is a need for any repair or refurbishment or upgrading work of the state office or related assets.

To maintain a list of vendors and contractors suitable to carry out repair, refurbishment or upgrading work

To carry out project management by being the lead pertaining to any repair, refurbishment or upgrading work of the state office or related assets in terms of drawing up budget (s), aid in selecting contractors / vendors, facilitating the project and overseeing relevant personnel tasked to be directly involved in the project.

Staff Management

To ensure regular attendance of staff under the state office for all meetings, programmes, activities and daily work.

To ensure staff movement of staff under the state office including whereabouts and illness status

To ensure compliance of staff with regulations and policies of the organization

To be the lead in communication of information, directives and policies from management to all staff in the state office.

To aid in hiring and termination processes for staff under the state office including application screening and interviewing.

To verify financial and leave-in-lieu claims by staff under the state office before being forwarded to the national administrative office.

To lead orientation processes for new staff

To ensure space and equipment and other onboarding measures are made available for new staff.

Stakeholder Management

To oversee responses to all incoming communications such as email and phone calls, as well as to filter and forward to the necessary personnel or department for timely action.

To oversee management of visitors visiting / communicating to the organization and to direct them to the appropriate personnel or department.

To oversee arrangements for all meetings, engagements and programs within the state offices

To assist in facilitating meetings with other external stakeholders with the organization working with the project or programme person-in-charge.

To oversee database of possible donors and donor organisations within the state including MNCs, SMEs, community organisations, educational institutions, high-value donors and others which are relevant for this purpose

To oversee development of fundraising projects and Educate / Care / Support programmes and activities within the state working with partner organisations

To oversee deployment of fundraising projects and Educate / Care / Support programmes and activities realized from the developed opportunities within the state working with partner organisations.

To oversee provision of regular and relevant updates and communication with stakeholders across all levels

To ensure records on fundraising projects and Educate / Care / Support programmes and activities are updated on a regular basis by relevant officers, and maintenance of communications with all relevant parties to be carried out in a timely manner.

To support national fundraising projects and Educate / Care / Support programmes and activities in close communication and work together with national management as and when required for this

Project, Programme and Activity Management

To lead development of fundraising and Educate / Care / Support programme and activity proposals as well as to submit proposals for consideration by relevant possible funders / donors for state level projects.

To oversee internally conceptualised fundraising projects and Educate / Care / Support programmes and activities from inception to completion – including planning, paperwork, budget, logistics, implementation, and post-event reporting.

To oversee external fundraising projects and Educate / Care / Support programmes and activities in the required capacity in the required role post-assessment and discussion with stakeholders managing these projects.

To lead efforts for harmonizing fundraising projects with state-level programmes run by the Society in terms of Educate, Care, and Support whenever possible to maximise the synergistic potential and outcomes of both these activity streams.

Financial Management

To be responsible for all aspects of the income and expenditure at the state office level, which includes :

Ledger accounts, financial statements and internal cost control systems

Monitor state office budget, and oversee income and expenses for fundraising projects and Educate / Care / Support programmes and activities

Oversee the processing of procurement and execution of financial transactions, and that proper actions are taken in accordance to the policies

Report on monthly budget, P&L and cashflow

To liaise with external parties such as vendors and relevant government and private bodies

To be responsible over of the state office's accounting day to day, bookkeeping and various administrative related duties and transactions.

Fundraising & Financial Sustainability

Develop and execute a yearly fundraising plan to achieve a target of RM300,000.

Organize fundraising campaigns, events, and donor engagement initiatives.

Build and maintain relationships with corporate sponsors, individual donors, and community funders.

Monitor and report on fundraising performance and ROI.

Fleet Management

To ensure that the organization's fleet in terms of vehicles is road-worthy, fit for use and compliant with all necessary regulations.

To oversee movement of staff utilizing the fleet vehicles as well as movement of the vehicles

To oversee regular maintenance and upkeep of the vehicles.

Requirements :

Possess minimum bachelor's degree in business administration, management, or a related field is required.

4 - 5 years of experience in an assistant or managerial role. Previous experience working in a non-profit organization is an added advantage.

Excellent communication and interpersonal skills, with the ability to interact confidently with diverse stakeholders.

Demonstrated leadership qualities and the ability to work both independently and as part of a team.

Proficiency in both Malay and English languages; fluency in Mandarin is an added advantage.

Position open in multiple locations : Perak, Penang, Johor, and Melaka.

Buat amaran kerja untuk carian ini

Manager Office • Melaka, Melaka, Malaysia