Administrative Assistant

An executive recruitment company, Monroe Consulting Group is partnering with an international non-profit organization to hire an Administrative Assistant to support its East Malaysia Project Team in the implementation and coordination of program activities.

The successful candidate will provide administrative, logistical, documentation, reporting, and stakeholder coordination support to ensure the smooth delivery of training programs, workshops, meetings, and other project initiatives. This is a remote-based position located in East Malaysia, with travel required within Malaysia and regionally as needed.

Job Responsibilities:

Program & Project Support

• Support the planning, coordination, and implementation of project activities, training programs, workshops, and events.
• Coordinate with internal teams, partners, trainers, speakers, and facilitators to ensure smooth project execution.
• Monitor program progress against established targets and timelines.
• Support continuous improvement of program processes and activities.

Stakeholder Engagement & Coordination

• Build and maintain positive relationships with government agencies, NGOs, partners, and other project stakeholders.
• Coordinate meetings, training sessions, workshops, and other stakeholder engagements.
• Serve as a key point of contact for internal and external stakeholders.
• Coordinate with trainers, speakers, facilitators, and external resource persons.

Research, Data & Reporting

• Conduct desktop research related to human trafficking and forced labor.
• Collect, organize, and analyze program data to support monitoring and evaluation.
• Conduct and analyze pre- and post-training assessments.
• Support quarterly and annual reporting, work plans, evaluations, and program updates.
• Maintain accurate and up-to-date program records and databases.

Documentation & Administration

• Prepare meeting minutes, letters, reports, presentations, briefings, and other project documentation.
• Maintain accurate records of program activities, expenditures, outcomes, and supporting documents.
• Support data quality checks and ensure timely updates to program databases.
• Assist with payment requests, expense reports, procurement documentation, and other administrative processes.

Events & Logistics

• Coordinate logistics for training programs, workshops, meetings, and project activities.
• Support venue arrangements, travel, accommodation, transportation, materials, and equipment requirements.
• Assist with itinerary planning and logistics for staff visits and external stakeholder meetings.
• Liaise with Finance and Administration teams to ensure timely processing of payments and expenses.

Budget & Resource Management

• Support program budgeting, procurement, and allocation of resources.
• Monitor program-related expenditure and ensure appropriate documentation.
• Assist in ensuring resources are utilized efficiently within approved budgets.

Job Requirements:

• Bachelor’s degree in Social Sciences, Political Science, International Relations, Communications, or a related field.
• Minimum 3 years of relevant experience in administration, program coordination, project support, NGO, government, or related environments.
• Experience working with government agencies and/or NGOs is preferred.
• Understanding or experience relating to human trafficking and forced labor is highly advantageous.
• Strong written and verbal communication skills in English and Bahasa Malaysia.
• Proficient in Microsoft Word, Excel, and PowerPoint; database management experience is an advantage.
• Demonstrated experience in administrative and logistical coordination, particularly for meetings, workshops, conferences, or training programs.
• Experience supporting budget management, procurement, expense reporting, and resource coordination.
• Strong organizational skills with excellent attention to detail and ability to manage multiple priorities.
• Strong analytical, problem-solving, interpersonal, and stakeholder management skills.
• Self-motivated and able to work independently in a remote/home-based or field-based environment.
• Willingness to travel within East Malaysia and regionally as required.
• Preference will be given to candidates based in East Malaysia.