Office Admin

Alliance For Financial Inclusion (Afi); Kuala Lumpur; On-site; MYR 20,000 - 100,000; Full time

Job summary

An international organization in Kuala Lumpur is seeking an Office Administration Officer to handle administrative duties and HR functions. This role requires 3 to 5 years of experience in office administration, with strong skills in managing work permits and an emphasis on effective communication in English and Malay. The successful candidate will ensure smooth office operations and support employee onboarding processes, making it essential to be tech-savvy and proficient in Microsoft Office.

Qualifications

• Minimum 3 – 5 years of experience as office admin officer.
• Hands-on experience in handling all types of work permit/visa applications and renewals.
• Good verbal and written communication skills in English and Malay.

Responsibilities

• Perform routine housekeeping checks and attend to complaints.
• Supervise the office housekeeper’s duties for cleanliness.
• Support the application and distribution of ID cards and parking stickers.

Skills

Digital and Data Savvy

Communication and writing

Troubleshooting and Problem Solving

Education

Minimum Diploma in Human Resources Management, Business Administration, or equivalent discipline

Tools

Microsoft Office Suite

Job description

Alliance For Financial Inclusion (Afi) – Kuala Lumpur, Kuala Lumpur

Handle office administration, work permit processing, reception, and HR administrative duties to support a positive and conducive work environment and ensure efficient office operations.

This officer role is an office-based position, with duties and responsibilities that are required to be performed at AFI’s office physically.

ACCOUNTABILITIES / KEY RESPONSIBILITIES

Office Administration

• Perform routine housekeeping checks on all office facilities, pantry, common areas, storeroom to ensure consistent cleanliness and readiness.
• Attend to complaints or reports related to office repairs and liaise with the facilities team to ensure issues are resolved through to closure.
• Check the mailbox, collect and distribute letters to ensure timely dissemination of correspondents.
• Attend and arrange courier services outgoing from AFI office for official matters based on requests.
• Support the application and distribution of all types of ID Card, car park stickers, etc. to ensure efficient access management and proper record‑keeping.
• Supervise the office housekeeper’s duties to ensure a clean, organized, and well‑maintained workplace.
• Attend to all office purchase requests. Validate all relevant invoices (e.g., medical insurance, office services, consumables, maintenance) and submit them promptly for payment processing.
• Conduct regular checks on pantry consumables and office stationery to ensure sufficient stock is maintained at all times.
• Monitor and conduct periodic storeroom checks to ensure all users adhere to the storeroom policy & procedure.
• Update and track administrative expenses, perform regular reporting to ensure adequate record keeping.
• Plan, perform, monitor and track the application, renewal and cancellation of all types of work permits for foreign employees and dependents to ensure timely approval and full regulatory compliance.
• Liaise with employees on all matters including supporting documents relating to work visa application process.
• Perform timely submission and collection of all types of work visa applications and collection at Malaysian Ministry of Foreign Affairs (MoFA) and Department of Immigration offices.
• Attend to queries, issues, challenges and provide solutions on matters relating to work permits to ensure accuracy, timely processing, and adherence to regulatory guidelines.

HR Administration

• Support on-boarding and off-boarding covering preparation of workstation, email setup or deletion, ID card application or cancellation to ensure a positive employee experience.
• Administrate the medical insurance coverage based on staff’s movements to ensure timely activation or termination of benefit.
• Prepare and manage various requests related to employment verification to ensure efficient administration support.
• Coordinate and participate in the preparation of employee engagement initiatives.
• Support other clerical duties such as filing, copying, and collating.

Others

• Participate in HR projects and/or support various audits to ensure continuous improvement of HR processes and compliance.
• Regularly update the various trackers, maintenance schedules and perform service assessment to ensure timely follow‑up and closure.
• Perform other duties as assigned to support departmental or organizational objectives.

EDUCATIONAL QUALIFICATION

Minimum Diploma in Human Resources Management, Business Administration, or equivalent discipline.

PROFESSIONAL EXPERIENCE

• Minimum 3 – 5 years of experience as office admin officer.
• Hands‑on experience in handling all types of work permit/visa application and renewal and liaison with the Ministry of Foreign Affairs or Immigration Department will be added advantage.
• Good verbal and written communication skills in English and Malay languages.
• Tech‑savvy, resourceful and proficient in Microsoft Office Suite.

TECHNICAL COMPETENCIES / SKILLS

• Digital and Data Savvy
• Communication and writing
• Troubleshooting and Problem Solving

BEHAVIOURAL COMPETENCIES / SKILLS

• Planning and organizing
• Resourcefulness and efficiency
• Ethical and professional
• Fostering relationships and engagement
• Proactivity and results orientation

KEY CHALLENGES

• Building good partnership and relationship with external stakeholders i.e., Ministry of Foreign Affair and Immigration Department.
• Efficiently multitask and supervise the office & pantry housekeeping service provider.
• Collaborate with stakeholders and colleagues with multicultural and diversity across different geographic locations and time zones.