Position Title: Volunteer Management Assistant

Reporting to: Deputy Head of Volunteer Management

The Volunteer Management Assistant role will mainly be to provide support to the Volunteer Management Department (VMD) in managing manpower among volunteers for projects and activities conducted by MERCY Malaysia on day-to-day basis. The tasks will involve mainly contacting and engaging the volunteers for recruitment and assigning them to specific mission, updating volunteer database, preparing reports and documentation and other general administrative task related to volunteer management.

This list is by no means exhausted and will be subjected to changes from time to time as and when required.

Key Responsibilities:

• Provide necessary support to VMD staff in contacting volunteers to respond to volunteer request/needs for MERCY Malaysia activities and operations in Malaysia and abroad.
• Performing administrative work such as data entry, preparing reports, documentation and statistics, as well as overall office support functions
• To update and maintain a Volunteer Management database
• Compile and record volunteer active hours
• Support training activities for the volunteers and retention of member/volunteers
• Prepare necessary documents for every engagement with volunteers including deployment letters, certificate of attendance, appointment letters, etc
• Consolidate feedback and survey forms post-mission and activities with volunteers
• Participate in events and activities organized by VMD for the volunteers such as Volunteer’s Appreciation Day, Volunteer Engagement Program and Volunteer Induction Program
• Provide administrative and logistical support to events (meetings, trainings conferences, workshops, etc) related to department activities
• Cover and maintain systematic filing system both hand & soft copies as per organizations policy
• Manage departmental supplies and equipment and ensure they are in good for utilization at any point of time
• Interdepartmental support as required in any activities conducted within MM scope or work

Others

Undertake any other duties of compatible natures may be required from time to time

Reporting to:
Deputy Head Logistics, Safety & Security

Key Responsibilities:
1. Inventory

• Assist and support officer and senior officer in maintain an updated inventory at all times which gives accurate information on stocks held in storage.
• Assist to carry out regular stock checks to ensure all items/ equipment’s are accounted for as per inventory.
• Work with officer and senior officer to ensure all expired items removed from the shelves the before expiry date for disposal action.
• Ensure all the items kept at the shelves are properly designated, proper labeled and easy to retrieve when required.

2. Warehouse

• Ensure all items selected for issue are packed correctly and delivered timely to the respective destinations.
• Be present at the warehouse(s) for loading and unloading at any time.
• Part of the team to ensure all Emergency Medical Team (EMT) equipment’s and stores are stored properly in the designated warehouse(s).
• Assist to ensure that EMT are well maintained and record all the EMT movements, do the test run on all medical and non-medical equipment on a quarterly basis.
• Ensure tents and equipment returned to warehouse after use are cleaned, dried well and properly repacked before being put back in storage.
• Assist for managing the warehouse housekeeping to provide a clean and safe environment for warehouse operation.
• To ensure items received are in good working condition, free from defects and good for use in terms of expiration dates, etc.
• Assist the team member to do the regular stock count for all assets and equipment at warehouse.

3. Logistics Office

• Assist to Prepare Purchase Requisition Form (PRF) for quotations that have been verified/ agreed to by the approving authority regarding the logistics office matters.
• Ensure proper and timely liaison with Procurement Department for the order and delivery timeline.
• Ensure that all correspondences relating to logistical activities are filed properly, filing and kept in a safe location.
• Ensure all the documents, invoice, packing list and/or donation letters are proper filed, labelled and kept at the designated locations for future reference.
• Whenever needed, to act as field logistician, support team, driver for assessment for programmed and relief teams.
• Any other work directed by the Deputy Head related to MERCY Malaysia.

Others:

• Fleet management – Ensure insurance and road-tax, summons, vehicles maintenance, Vehicle Service Record, Travel Request Form (TRF), Movement Log Sheet, fuel, Touch-n-Go are all maintained, updated, kept and reported on a monthly basis.
• Undertake any other duties of compatible natures as may be required from time to time directed by the Deputy Head related to MERCY Malaysia.

Position:           Head of Communications & Fundraising

Reporting to:   Executive Director

Summary:

The Head of Communications & Fundraising provides strategic leadership for MERCY Malaysia’s communications, public relations, branding, and fundraising functions, including strategic oversight of the Islamic Social Finance (ISF) portfolio. This role strengthens the organisation’s visibility, credibility, and financial sustainability through integrated communication strategies, impactful fundraising programmes, and strong stakeholder engagement. The Head ensures alignment of all communication and fundraising initiative, including ISF-related campaigns with MERCY Malaysia’s mission and humanitarian priorities.

This list is by no means exhaustive and will be subjected to changes from time to time as and when required

Key Responsibilities:

1. Strategic Leadership & Planning

• Provide overall leadership and direction for the organisation’s communications, branding, public relations, and fundraising strategies.
• Oversight of MM’s image and reputation management both externally and internally
• Lead strategic development and annual departmental planning, budgeting, and performance monitoring.
• Ensure alignment of all communication and fundraising initiatives, including ISF-focused programmes, with organisational goals and compliance requirements.

2. Communications, Branding & Public Relations

• Oversee integrated communication plans across media, digital platforms, publications, and external engagements.
• Ensure consistent messaging and strong brand representation across all ISF and non-ISF initiatives.
• Strengthen MERCY Malaysia’s public image and positioning locally and internationally.
• Drive the development of corporate communication assets: press releases, annual reports, newsletters, advocacy materials, campaign content, and multimedia productions
• Ensure coherence and alignment of Brand Communications for MM botoh at HQ and at Field Operations

3. Fundraising & Donor Engagement

• Lead the overall fundraising strategy for private donors, corporations, institutional donors, government funding, and Islamic Social Finance contributors.
• Oversee donor relationship management, ensuring high-quality proposals, stewardship, reporting, and retention.
• Guide the development of diverse income streams, including ISF-based fundraising (Zakat, Waqf, Sadaqah), conventional fundraising, CSR partnerships, and major donor pipelines.

4. ISF Oversight & Strategic Management (NEW SECTION)

• Provide strategic leadership for MERCY Malaysia’s Islamic Social Finance (ISF) fundraising and communications portfolios.
• Ensure ISF initiatives (Zakat, Waqf, Sadaqah, and other Islamic social finance mechanisms) are effectively positioned, promoted, and well understood internally and externally.
• Oversee the Deputy Head and ISF team to ensure proper planning, execution, reporting, donor engagement, and compliance with Shariah requirements.
• Ensure ISF campaigns, materials, and messaging are accurate, compliant, and aligned with the organisation’s humanitarian objectives.
• Monitor ISF-related income, performance, donor trends, and reporting accuracy.
• Strengthen strategic partnerships with Islamic financial institutions, zakat bodies, waqf agencies, and other relevant stakeholders.

5. Public Engagement & Events

• Lead the planning and evaluation of organisational-level public engagement initiatives, fundraising events, and corporate partnership activations, always with MM’s mandate and objectives in mind.
• Ensure all events (ISF and non-ISF) align with communication objectives and deliver strategic impact

6. Governance, Systems & Administration

• Oversee internal administration for communications, branding, and fundraising teams, ensuring efficiency and compliance.
• Provide governance and quality control for all departmental SOPs, guidelines, and communication standards.
• Ensure effective documentation, knowledge management, performance monitoring, and reporting systems, including ISF-specific reporting requirements.

7. People Leadership

• Provide leadership, coaching, and mentorship to staff across communications, fundraising, and ISF units.
• Ensure continuous capacity development, especially in Islamic Social Finance literacy and communication alignment.
• Foster a collaborative, creative, and high-performing team culture, through learning activities under CHE (Continuous Humanitarian Education).

8. Other Duties

• Perform any additional tasks aligned with departmental needs or strategic ISF directions.

MERCY Malaysia is inviting applications from students who are interested in gaining practical experience in the humanitarian sector. We offer internship opportunities in several departments to support our ongoing work and provide learning exposure in a dynamic, mission-driven environment.

We welcome students from the following fields of study:

• Business Administration
• Finance
• Accounting
• Psychology
• Environmental Studies
• Supply Chain Management

Available Internship Placements:

• Program Operations
• Health
• Fundraising
• Communications
• Volunteer Management
• Governance, Risk & Compliance
• Finance
• Information Technology (IT)
• Human Resources & Administration

Interns will have the opportunity to:

• Support daily operations and ongoing projects
• Learn from experienced staff and contribute to meaningful tasks
• Develop a better understanding of humanitarian and development work

Eligibility Criteria:

• Malaysian or international student studying at a Malaysian university
• Strong interest in humanitarian and non-profit work
• Able to commit to a minimum of 3 months
• Good communication and teamwork skills

Location:

MERCY Malaysia Headquarters, Kuala Lumpur.

MERCY Malaysia Chapter, Kuala Kerai, Kelantan

MERCY Malaysia Chapter, Kota Kinabalu, Sabah.

MERCY Malaysia Chapter, Kuching, Sarawak