Administration Executive

The Salvation Army; Selangor; On-site; MYR 100,000 - 150,000; Full time

Job summary

A non-profit organization in Malaysia is seeking a versatile individual to oversee finance, human resources, and general administrative duties. The successful candidate will manage financial reporting, recruitment processes, and maintain compliance with records. Strong organizational skills, multitasking, and proficiency in Ms Office are essential to support operational goals within the community services. This position requires both independent and collaborative work, promoting positive interactions across various teams.

Qualifications

• Minimum a Diploma holder.
• Strong organizational and multitasking skills.
• Meticulous, detailed, and excellent time management.
• Proficiency in Ms Office is required.
• Ability to work independently and as part of a team.
• Strong communication and interpersonal skills.

Responsibilities

• Oversee all finance-related matters of the Centre.
• Manage recruitment processes and employee orientation.
• Maintain HR records, ensuring compliance.
• Support property-related matters and facilities management.
• Provide general administrative support and manage communication.

Skills

Organizational skills

Multitasking

Time management

Communication skills

Interpersonal skills

Proficiency in Ms Office

Education

Diploma

Job description

The Salvation Army in Malaysia is in the business of changing lives. Since 1938, we have been serving the underprivileged community in Malaysia without discrimination.

Today, The Salvation Army in Malaysia has a comprehensive network of social services to meet a wide range of needs in our community. We provide residential homes for children and the elderly, hostels, family support services, daycares, tuition centres, a refugee help centre and emergency relief services in times of crisis.

Website: https://www.salvationarmy.org/malaysia

Job Description

Finance

• Overseeing all finance-related matters of the Centre.
• Ensure accurate and timely financial data entry into the accounting system.
• Prepare comprehensive weekly/monthly finance reports for management review and decision-making.
• Efficiently manage accounts payable and receivable for Centre.
• Maintain official receipt books and acknowledgment slips for the organization.
• Contribute to the annual budget preparation process and oversee fiscal activities.
• Assist with various banking tasks as required.
• Assist in the establishment and enforcement of internal controls for fund management and financial processes.
• Liaise with vendors, suppliers, and service providers to handle procurement matters effectively.
• Organize and upkeep all finance-related records for easy retrieval and audit purposes.
• Collaborate with the Regional Headquarters Finance Department.

Human Resources

• Overseeing all human resources-related matters of the Centre.
• Managing all aspects of the recruitment process, from sourcing and screening candidates to coordinating interviews and extending job offers, ensuring a smooth and efficient hiring process.
• Maintaining comprehensive job descriptions for all positions within the Centre, ensuring accuracy and alignment with organizational needs.
• Facilitating seamless integration of new employees into the organization by coordinating orientation programs, assisting with paperwork completion, providing necessary training, and ensuring a smooth transition into their roles.
• Coordinating all aspects of staff movements, including transfers, promotions, demotions, and terminations.
• Collaborating with the Centres Head, administrators, and employee to collect, verify and validate employee attendance, leave and other pertinent payroll data to ensure accuracy during payroll submission.
• Processing and managing all medical claims submitted by employees, ensuring accuracy record and completeness of documentation.
• Maintaining accurate records of training activities, attendance, and performance appraisals, ensuring compliance with regulatory requirements and company standards.

• Establishing and maintaining an organized and efficient Human Resources filing system to store employee documents, ensuring easy access and retrieval.

• Responsively addressing employee inquiries and collaborating with the Centre Head to resolve disciplinary issues and disputes among employees.
• Maintain regular and effective communication with Centre employees, keeping them informed about the latest updates from the organization.
• Collaborate with the Regional Headquarters Human Resources Department.

Facilities Management

• Provide support to the Centre's Head and Regional Headquarters Property Department regarding property-related matters.
• Manage all property tax-related matters and communicate with the Land Authority as required.
• Facilitate communication with suppliers and contractors to ensure smooth operations.
• Maintain accurate records and updates on property-related matters.
• Oversee the maintenance of office equipment, ensuring timely renewal of service contracts and monitoring the execution of maintenance services.
• Manage Tenancy Agreements and their renewals, ensuring compliance with contractual obligations.

Community Services Support

• Assist in compiling and analyzing statistics, preparing reports, and submitting them to RHQ in a timely manner.
• Assist in case registration, reviewing reports, and managing cases, maintaining accuracy and adherence to established protocols.
• Support to all community services-related matters, ensuring smooth operations and effective delivery of services.

General Administrative Support

• Manage all incoming and outgoing calls courteously, efficiently addressing queries, and directing them appropriately, while also extending a warm welcome to visitors and donors, guiding them promptly to the appropriate person or department.
• Assist in handling routine correspondence and promptly address inquiries from internal and external stakeholders.
• Maintain accurate records for volunteers and donors while monitoring and coordinating appointments.
• Maintain professionalism, integrity, and respectful communication in all interactions with children, parents, volunteers, donors, colleagues, and Centre Heads/Officers, while fostering positive relationships and promoting collaboration with stakeholders across the Centres and RHQ.
• Coordinate and collaborate closely with Centre Heads and RHQ Departments to support organizational objectives and initiatives.
• Prepare meeting agendas and efficiently serve as the minutes' secretary for all meetings, ensuring accurate documentation of discussions and action items.
• Assist in the preparation of the Centre's monthly reports.
• Maintain an organized filing system for all documentation, ensuring data confidentiality and accessibility.
• Provide support and actively engage in The Salvation Army fundraising events and appeals.
• Ensure the utmost confidentiality and security of clients' personal data and financial information of The Salvation Army, strictly adhering to privacy standards at all times.
• Provide backup oversight and ensure the seamless operation of the administration group in the absence of the Centre's Head.
• Undertake additional projects and specific duties as assigned by the Line Manager as needed.

Qualifications

• Min a Diploma holder
• Strong organizational and multitasking skills
• Meticulous, detailed and excellent time management
• Proficiency in Ms Office
• Ability to work independently and as part of a team
• Strong communication and interpersonal skills

Other Information

Work Location:

No. 1, Jalan 12/17, Section 12, 46200, Petaling Jaya, Selangor.

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Note: The description above reflects information available at the time of posting and is subject to change.