Direct Dialogue Recruitment and Admin Officer

The Recruitment & Admin Officer is responsible for providing comprehensive administrative support for office operations and recruitment in Greenpeace Malaysia. This position is responsible for coordinating daily administrative tasks, managing the DDC recruitment and onboarding processes, and facilitating effective communication within the team.

As Greenpeace adheres to a policy of not soliciting funds from corporations or governments, the organization depends entirely on the generosity and commitment of individual supporters to finance our environmental campaigns and initiatives. This approach ensures that our work remains independent, unbiased, and focused solely on the principles and values that drive our mission.

The Fundraising Department’s current goal is to build and maintain a reliable, efficient, and ethical funding base that not only meets the financial needs of Greenpeace Southeast Asia but also aligns with our core values.

Specifically, our goals are to:

· Engender loyalty to Greenpeace in all our communication

· Promote the Greenpeace campaign goals and objectives

· Maintain a diverse and secure funding base

· Be responsible as a Department for meeting budget targets

· Present truthful and accessible reporting of all programs

· Change the way people think about spending their money

· Provide an annual net increase in available funds

Duties and Responsibilities:

1. Human Resources

· Post jobs on recruitment platforms to attract suitable candidates

· Screen and select candidates efficiently for further consideration

· Act as the main liaison for scheduling and coordinating interviews

· Conduct interviews and select candidates for training sessions

· Serve as the key person for internal and external IR issues

· Address disciplinary matters within the DDC team

· Conduct orientation sessions for newly recruited DDC team members

· Manage offboarding procedures for departing staff

· Oversee the maintenance and monitoring of DDC attendance, including Off Days and Sick Leave

· Participate in the creation and development of the DDC Handbook

· Keep all details for new and existing DDC members up to date and well documented

· Provide comprehensive recruitment reports to track progress and outcomes

2. Administrative Management

· Enter daily work reports into Salesforce and Google Documents

· Keep track of daily update score reports, including sign-up numbers and donation amounts

· Document case reports from supporter care complaint records for the DDC team

· Develop design materials, approve wordings, and select images for merchandise and informational displays as needed

· Create and update stock cards monthly for the finance team

· Monitor and manage the budget for DDC team operations and recruitment

· Assist in the preparation and execution of DDC events

· Handle the ordering, collection, and distribution ofrewards for the DDC team

· Manage purchasing and vendor sourcing for DDC materials, including merchandise, uniforms, and sign-up forms

· Ensure vendor selection adheres to the Greenpeace standard operating procedure

3. DDC Retention Monitoring

· Develop and maintain accurate reporting in order to facilitate effective management of the DDC.

· Effectively monitor key performance indicators, and use results to drive strategy, seeking to develop DDC’s areas of performance with greatest potential.

· Work with appropriate members of the Fundraising to effectively track DDC attrition and test strategies to reduce it.

· Oversee monthly reporting by the team to the Fundraising Director, Deputy Fundraising Director and Fundraising Manager.

· Establish and continue the fundraising recruitment activities with the stakeholders.

4. Timeliness - Administrative, Procedural and Other Duties

· Serve on cross functional project teams as required ensuring a fundraising and marketing perspective is effectively represented.

· Oversee the timely and accurate administration, results reporting and payroll.

· Ensure Greenpeace policy and procedures are observed.

· Work with the team to oversee the effective management of all stocks of uniforms, display equipment and stationery for fundraising.

· Ensure that adequate supplies are available at all times.

· Ensure the program remains transparent within the organization, report Key Performance Indicators at staff meetings.

· Liaise with Database Officer to ensure any bank information is communicated to teams and other matters related to Direct Dialogue operation.

From time to time in order to meet organizational and fundraising priorities you will be required to perform other duties as directed by the Deputy Fundraising Director and/or Fundraising Manager.

5. Quality – Strategic Planning, Development & Support

· Lead the MY direct dialogue recruitment planning process.

· Remain up to date on direct dialogue recruitment strategies worldwide and translate possibilities to Malaysia.

· Provide the vision and leadership required to maximize the potential of the direct dialogue recruitment program.

· Collaborate with the DDC Sr. Team Leader to develop and implement strategies to make Direct Dialogue staff feel an integrated part of Greenpeace.

· Develop relationships and cooperation with suppliers and agencies as necessary.

Skills and Experience Required:

Education:

· University graduate of Bachelor’s Degree or Diploma in Human Resource Management or Business-related field.

Work Experience:

· At least 2 years’ experience in a sales environment as recruiter

· At least 1 year of administration support experience

· Experience in a charity or Non-for-Profit environment would be an advantage.

Functional Skills:

· Knowledge and/or experience in Microsoft Office

· Knowledge and/or experience in the CRM system.

· Strong skills in written and spoken English and Bahasa Malaysia is required.

Interested candidates are invited to write a letter of introduction, explaining why you are qualified for the position, and to fill out an application form.

For more details: https://www.greenpeace.org/malaysia/act/jobs/

Job Type: Contract
Contract length: 12 months

Pay: RM2,800.00 - RM4,500.00 per month

Benefits:

• Additional leave
• Dental insurance
• Health insurance
• Maternity leave
• Parental leave
• Vision insurance
• Work from home

Schedule:

• Monday to Friday

Application Deadline: 01/22/2025