JOB SUMMARY

The Administration Officer will play a pivotal role in driving strategic and efficient administrative operations, ensuring alignment with Orbis China's long-term goals and strategic plan. This role demands a proactive, solution-oriented professional who can streamline processes, build robust relationships with internal and external stakeholders, and anticipate organizational needs. Reporting to the Senior Operations Manager, the Administration Officer will support administrative, HR, and financial functions for offices in Beijing and Shanghai.

ESSENTIAL JOB FUNCTIONS / KEY AREAS OF RESPONSIBILITY

1. Support the development, implementation, and ongoing improvement of office management policies, such as procurement, asset tracking, travel coordination, and document filing systems.
2. Contribute to enhancing administrative workflows by identifying and supporting process improvements that increase efficiency.
3. Address administrative challenges proactively, ensuring seamless day-to-day office operations.
4. Assist with compliance matters, ensuring adherence to Orbis policies, government regulations, and local legal requirements, such as office registration management and handling official documentation.
5. Act as a primary liaison with external entities, including government bureaus, vendors, and partners, ensuring compliance with reporting and legal obligations.
6. Proactively build and maintain relationships to enhance the organization’s reputation and operational capacity.
7. Support the Senior Operations Manager in financial operations, including budget planning, petty cash management, vendor evaluation, and procurement.
8. Ensure cost-effective solutions while upholding financial integrity.
9. Partner with program teams to facilitate essential activities, including project management forums, field visits, and logistics for the Flying Eye Hospital (FEH) operations.
10. Propose and execute creative solutions for logistical challenges during events, training, and conferences.
11. Oversee and coordinate the daily workflow of administrative staff or external contractors, fostering a culture of accountability and high performance.
12. Collaborate with the Associate Director of Finance and Operations to implement organizational strategic initiatives.
13. Fulfill other duties as assigned by the Senior Operations Manager or Country Director, contributing to the organization's overarching goals.

REPORTING & WORKING RELATIONSHIPS

This role reports directly to the Senior Operations Manager and works closely with the management team, program staff, and external stakeholders. The Administration Officer will independently manage workflows, ensure smooth operations, and act as the primary point of contact for both internal and external matters related to administration.

QUALIFICATIONS & EXPERIENCE

1. Bachelor’s degree in business, administration, or a related field.
2. 3 years of hands-on experience in office administration or operations.
3. Prior experience with international NGOs or similar organizations is a strong advantage.

OTHER SKILLS & ABILITIES

1. Ability to anticipate organizational needs, design solutions, and implement them independently.
2. Strong decision-making and supervisory skills with a track record of fostering accountability and efficiency.
3. Excellent verbal and written communication skills in English and Mandarin, with the ability to engage stakeholders at all levels.
4. Exceptional time management, multitasking, and prioritization abilities to meet competing deadlines.
5. Advanced knowledge of Microsoft Office and other administrative tools.
6. Comfortable working in fast-paced and dynamic environments with the ability to navigate ambiguity and resolve challenges.

Interested candidates should submit a Chinese & English detailed resume (with the available on board time, the current and expected salary) with the title of “Administration Officer-CHN_OPS010-003-V1-CDB1224 + Name” to orbis.china.hr@orbis.org , or apply directly via  https://orbis.org.cn/zh-hans/jobs/administration-officer-beijing-office  .

Application deadline: open until filled.

Please note that only shortlisted candidates will be notified and the position application info will only be used for the recruitment.

To learn more about Orbis, go to http://www.orbis.org

Orbis is an Equal Opportunity Employer.As a global organization, we welcome qualified applicants from diverse backgrounds, cultures, and marginalized communities who are underrepresented in the international NGO sector who reflect the five Orbis values of Accountability, Commitment, Equity, Innovation, and Integrity.