Administrative Officer

WWF-Malaysia; Petaling Jaya; On-site; MYR 100,000 - 150,000; Full time

Job summary

WWF-Malaysia is seeking an Executive, Administration to provide operational support within the legal framework. The role includes administrative governance functions, legal research, compliance monitoring, and stakeholder management, requiring at least a Bachelor's degree and relevant experience.

Qualifications

• 2 to 3 years of relevant work experience required.
• Must be a team player and result-oriented with good interpersonal skills.
• Detail-oriented and meticulous.

Responsibilities

• Provide governance and administrative support for legal processes.
• Conduct legal research and assist in reviewing documents.
• Manage compliance monitoring and reporting.

Skills

Attention to detail

Interpersonal skills

Stakeholder communication

Research skills

Education

Bachelor's Degree

Job description

Purpose of Job

The role will provide comprehensive support to ensure the organization operates within the legal framework and complies with all internal processes and applicable legislation. This role involves supporting in conducting legal research, assisting in ensuring the internal process in reviewing contracts and governance standards adheres. The Executive, Administration will also support the organization in mitigating legal risks through proactive advice and collaborating with internal stakeholders to achieve business objectives.

Key Outputs

1.Governance and Administrative Support:

• Provide administrative support for governance requirements, such as preparing basic legal documentation for meetings and maintaining corporate records.
• Assist in the coordination of Board meetings, including the preparation of agendas, minutes, and necessary follow-ups.
• Manage regulatory filings and maintain up-to-date records to ensure compliance with statutory obligations.

2.Administrative and Filing Support:

• Maintain organized filing systems for legal documents, contracts, and correspondence, ensuring easy retrieval and compliance with record-keeping policies.
• Support the legal team in day-to-day administrative tasks, such as scheduling meetings, preparing agendas, and managing legal department communications.
• Assist in managing the department’s database, updating legal templates, and ensuring proper version control of legal documents.

3.Legal Process and Procedure Support:

• Assist legal managers and legal counsel in ensuring the process of reviewing contracts, agreements, and other legal documents under supervision.
• Highlight key contract risks and compliance issues, ensuring they are escalated to the Legal Manager or senior legal staff.
• Maintain organized records of all contracts and related documentation.

4.Research and Documentation:

• Conduct research on specific issues, providing summaries and insights to support decision-making by senior legal staff.
• Prepare any drafts of research, memos, and reports as directed by the legal counsel.
• Support the development of legal templates and standard operating procedures.

5.Compliance Monitoring and Reporting:

• Monitor changes in laws and regulations relevant to the organization and report findings to the Legal Counsel.
• Assist in implementing compliance checklists and routine audits to ensure legal and regulatory requirements adherence.
• Support the preparation of compliance reports for internal review and external submissions.

6.Legal process and proceeding Assistance:

• Provide support in managing disputes, claims, and legal proceedings by gathering relevant documents, organizing case files, and preparing initial drafts of responses under the guidance of senior legal staff.
• Assist in liaising with external legal counsel and coordinating the provision of information needed for litigation or dispute resolution.
• Maintain accurate records of ongoing cases, deadlines, and key action items to ensure smooth case management.

7.Stakeholder and Internal Support:

• Act as a point of contact for internal stakeholders on basic legal queries, providing support and escalating complex issues to the Legal Manager.
• Assist in preparing communication materials related to legal matters, ensuring they are accurate, clear, and compliant with legal standards.
• Coordinate with various departments to gather information required for legal reviews and compliance checks.

Specifications

1. Possess at least a Bachelor's Degree with at least 2 to 3 years of relevant work experience.
2. A team player, result-oriented, and independent with good interpersonal relations and stakeholder communications.
3. A keen eye for detail and meticulousness are highly desirable traits.

Salary Range

RM2,500 - RM3,000