Administrative Officer at lanpyakyel

Yangon, Yangon, Myanmar -

Full Time

Start Date

Immediate

Expiry Date

22 Jul, 26

Salary

0.0

Posted On

23 Apr, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Asset management, Office administration, Logistics coordination, Inventory management, Staff supervision, Contract management, Government liaison, Record keeping, Problem solving, Decision making, Interpersonal skills, MS Office Suite, Reporting, Procurement support, Communication

Industry

Description

Company Description Lan Pya Kyel Association (“LPK”) is a non-profit, non-political and non-sectarian organization. It is local organization in Myanmar. LPK is currently providing full comprehensive package of HIV prevention and treatment to vulnerable populations particularly, sex workers and men who have sex with men and Transgender Women. Organization has been implementing HIV and related programs throughout the country since 1st March 2021. Lan Pya Kyel is now inviting applications to fill the following position: Job Description 1. Asset Management Maintain and continuously update the master asset register, tracking details such as asset numbers, locations, and assigned users. Ensure all newly purchased assets are properly tagged and labeled according to organizational standards. Verify the accuracy of asset information and supporting documentation upon receipt of new assets. Collaborate with procurement and finance teams on all aspects of asset acquisition, registration, and documentation. Oversee and document the formal transfer of assets between staff or project offices. Monitor asset movement and maintain a clear record of all transfers. Prepare comprehensive asset reports and documentation for internal reviews and donor reporting. Ensure all assets are utilized appropriately and in full compliance with organizational policies. Establish and maintain a robust filing system for all asset-related documents, including lists, transfer forms, disposal forms, and verification reports. Review and validate monthly asset reports submitted from all LPK project offices. Manage the reporting process for damaged assets and office supplies, providing timely support to all project offices. Coordinate and facilitate the timely write-off and disposal of assets in accordance with policy. Organize and conduct quarterly physical asset verifications with administrative focal points at all project locations. Ensure the monthly asset report is accurately compiled and submitted to the supervisor by the deadline. 2. Office Maintenance & Logistics Oversee the day-to-day functionality of the LPK Coordination Office, ensuring facilities, equipment, and utilities are in good working order. Liaise with and coordinate external service providers for necessary maintenance (e.g., electrical, plumbing, internet). Proactively monitor the condition of office equipment and arrange for timely maintenance or repairs. Keep detailed records of all maintenance requests, repairs, and service schedules. Coordinate transportation and logistics to support staff travel, field visits, and meetings. Ensure accurate and complete documentation for all vehicles, including logbooks, maintenance records, and fuel consumption reports. Monitor vehicle insurance, registration, and other legal documents to ensure they are always current and valid. Provide logistical support for the arrangement of meetings, workshops, and office events as needed. Coordinate with field offices on vehicle usage, maintenance schedules, and logistics support to ensure consistency. Guarantee full compliance with all organizational policies and procedures related to vehicle and office management. Ensure monthly vehicle and generator reports are prepared and submitted to the supervisor on time. 3. Stock & Inventory Management Maintain accurate and up-to-date stock records for all inventory, including kitchen items, stationery, office supplies, and generator fuel. Monitor stock levels continuously and initiate purchase requests when items hit the designated minimum threshold. Receive, inspect, and record all incoming stock, verifying accuracy against delivery notes and invoices. Oversee the distribution of kitchen items, stationery, and office supplies to staff, following approved request procedures. Monitor generator fuel stock levels and track usage to maintain adequate supply and inform reporting. Prepare and submit monthly stock consumption reports for all key categories. Work closely with the procurement team to ensure the timely purchasing of all required stock items. 4. Staff Supervision & Development Supervise the Jr. Administration Officer, providing guidance, regular constructive feedback and support to ensure the smooth execution of daily administrative tasks and professional growth. Delegate tasks effectively, monitor progress, and ensure the timely completion of all assigned duties. Provide ongoing coaching and training on administrative processes and procedures to build team capacity for the field staffs. Conduct orientation sessions for new staff members to introduce them to administrative systems and policies. Offer technical support and guidance to administrative staffs in project offices as needed. Foster clear communication and effective coordination between the administrative team and other departments. Support the supervisor in the continuous improvement of administrative systems and procedures. Ensure all administrative staffs strictly adhere to organizational policies and compliance requirements. 5. Contracts & Government Liaison Manage the full lifecycle of contractual agreements, including leases, rental contracts, service agreements, and consultant hiring. Initiate and prepare agreements, contracts, and service arrangements for both new engagements and extensions. Coordinate with other departments and service providers to ensure the validity before expiry of contract and agreement and extend or end for notice in a timely manner. Maintain the contractual documents, up to date filing and extension for future audit purpose. Assist in drafting official letters, documentation, applications for registration, Memoranda of Understanding (MOUs), and other government correspondence. Liaise and follow up with relevant government ministries and departments to secure necessary documentation and approvals. Act as the primary point of contact with Regional and Township Administration Departments for the submission of required reports. Other duties as assigned by supervisor. Qualifications University graduate (any major) with a recognized degree; a Master of Business Administration or Public Administration is an advantage. Minimum of 3–5 years of relevant professional experience in administration or a related field. Strong command of spoken English and written English. Proficient in standard computer applications (e.g., MS Office Suite). Highly organized, systematic, and proactive in managing tasks. Strong administrative and organizational management skills. Excellent documentation and record-keeping abilities. Effective problem-solving and decision-making skills. Strong interpersonal skills with the ability to work collaboratively in a team. Demonstrated ability to build and maintain positive working relationships with colleagues and stakeholders. Ability to manage multiple tasks simultaneously and prioritize work effectively to meet deadlines. Additional Information 09 969906288, 09 250168734

Responsibilities

The Administrative Officer is responsible for managing organizational assets, office logistics, and inventory while ensuring compliance with policies. They also oversee staff development, handle contractual agreements, and maintain liaison with government departments.