Job Position: | Assistant Admin |
Job Type: | Full Time Permanent |
Location: | Silicon Valley Technology Co., Ltd No.2, Zeya Theikdi Street 1, 1st Quarter, Hlaing Township, Yangon, MYANMAR |
Benefit: | Negotiation of Salary |
Deadline: | Closed |
Apply to: | hr@siliconvalleytechno.net |
OBJECTIVE OF THIS ROLE:
- Ensure optimal operation of equipment, supplies, and inventories with preventive maintenance.
- Maintain office machine, devices, equipment, and hand tools by analyzing.
- Coordinate internal and external resources to smooth workflow.
- Create the systematic workspace in an office.
- Assist the office workflow and administrative workflow.
- Serve as the eyes and ears of the office, providing information, answering questions, and responding to requests.
- Oversee and achieve organizational goals while upholding best practices.
RESPONSIBILITIES:
The post holder will be assigned to the Administrative/Office Department however may also be required to undertake other duties as and when required. The main responsibilities of an Assistant Admin are:
- Perform general administrative tasks, including answering and directing phone calls, email correspondence, faxing, filing, meeting minutes, mailings and deliveries, and coordinating meeting room calendars.
- Keep the office clean, store, and update the device, machine, equipment, hand tools list.
- Oversee and order office supplies, anticipating requirements, stocking supply stations, and making sure equipment is in working order.
- Maintain filing system, contact database, employee list, and inventories.
- Provide ad-hoc support to office and other staff members and departments as needed, including organizing team events onsite and offsite.
- Provide front desk coverage, including managing a busy, multi-line phone system, greeting guests who enter the office, managing incoming/outgoing mail and shipments, and maintaining an organized, clean office environment.
- Plan, organize, and schedule company meetings occurring in the office, offsite, and via video conference.
- Coordinate the transportation and travel arrangements for all levels of employees.
- Timely and duly prepare procurement plans for the office and projects and monitoring of their implementation.
- Prepare tender documents such as RFQ or RFP and other instruments related to market research or market survey such as RFI and EOI.
- Comparison quotations.
- Receipt of bid documents, review of the same, contracts and/or purchase orders as well as results of evaluation of bids/proposals and other formal/public documents.
- Ensure full compliance to the Financial Regulations and Rules and its Procurement Manual.
- Prepare weekly requisition status reports providing the most updated information about the status of each requisition.
- Represent related department in meetings and such other discussions where procurement matters are relevant.
- Monitor the progress of shipments for SVT and its clients and coordinate the delivery of the same at the client’s delivery places.
- Establish effective relations with the different Project Managers in a proactive manner.
- Contributes in management of procurement contracts.
- Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. (Timely corrective actions on POs with budget check errors and other problems)
- Development and management of the rosters of suppliers, elaboration of supplier selection and evaluation, quality, and performance measurement mechanisms.
- For emergencies: Coordinates with logistics cluster and ensures SVT interest and supplies are given appropriate priority.
- Identify, register, and follow procurement project risks and escalate them whenever necessary.
- Facilitate and follow-up timely clearance, delivery and handover of goods and consignments to partners.
- Assists in organizing training for the operations/ projects staff on Procurement.
- Assists in preparation and synthesis of lessons learnt and best practices in Procurement.
- Checking quantity control.
SKILLS & QUALIFICATIONS:
- Passed the matriculation Exam.
- Proven administrative experience.
- Superb written and verbal communication skills
- Strong time-management skills and multitasking ability
- Proficient in Microsoft Office, with aptitude to learn new software and systems.
PREFERRED QUALIFICATIONS:
- College degree.
- Previous success in office management.
- Experience managing budgets and expenses.
- Experience developing internal processes and filing systems.
- Comfortable handling confidential information.