Job Description

COMPANY 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



DESIGNATION : Administrative Assistant



RESPONSIBILITIES

MAIN PURPOSE / OBJECTIVES:

The job incumbent is expected to provide administrative support in the areas of accounting and human resources processes through the application of Enterprise Resource Planning (ERP) systems, in accordance with The Salvation Army policy, practices and guidelines. In addition, the job incumbent will be fully responsible for the day-to-day administration and coordination of the After-School Care (ASC) programme, and will support the Corps Officer in public communications through official Facebook page management.

MAIN DUTIES AND RESPONSIBILITIES

FINANCIAL ADMINISTRATION


Prepare requisitions and create purchase orders for bulk purchases Enter invoices, match invoices with purchase orders, requisitions and receipts of goods or services Analyse the invoices and charge the expenses to the cost centres Scan invoices, credit and debit memos into the financial system Ensure all invoices, credit and debit memos are scanned into the financial system and are appropriately authorized Ensure all direct debit invoices are entered into the financial system Maintain vendor master file by creating new vendors and entering end dates for inactive vendors in the financial system Respond to all vendor inquiries, reconciles vendor statements and resolves discrepancies Respond to all centre inquiries on accounts payable and resolve issues Monitor accounts to ensure payments are up to date Enter prepayment invoices for advances into the financial system Respond to inquiries on advance in and resolves issues Reconcile the accounts payable control accounts in the general ledger to the sub-ledger each month Reconcile other payable accounts in the general ledger Reconcile all purchases (vendors or petty cash) for GST reporting Maintain all accounts payable reports Assist with month end closing Provide supporting documentation for the audit

HUMAN RESOURCES ADMINISTRATION


Submit documents relating to: + recruitment, job application, transfer, promotion and change of employment status;
+ payroll, medical claims, SOCOS, EPF and income tax; training applications; appraisals
+ personal files and supporting documents via scanning or hard copy
Update, process and maintain records pertaining to: + personal records; leave applications; training records through Oracle Learning system;
+ claims and reimbursement through insurance management and expense
Assist in the following HR functions: + new staff orientation; staff review; sourcing and coordinating training-related arrangements with vendors; occupational and safety initiatives; and supporting internal and external audits

AFTER-SCHOOL CARE PROGRAMME ADMINISTRATION

Serve as the primary person in charge for the After-School Care (ASC) programme and the main point of contact for all ASC matters. Manage registrations for new children, including maintaining complete and accurate records (forms, consent, emergency contacts and attendance details). Maintain and update children's files and programme data, ensuring confidentiality and safe storage of all information. Track children's progress and prepare progress reports/updates as required by the Corps Officer and programme needs. Prepare and submit the monthly Project HEAL - After School Care report using the required template, recording Education and Psychosocial indicators with Target, Current total, Total Percentage Achieved and Remarks, and complete the Programme Activities section with dates, activity details, photos and relevant quotes aligned to key messages Prepare the monthly ASC programme plan, including themes, learning activities, character-building components and any special events. Prepare and manage the monthly tea break schedule, including planning and coordinating required items and arrangements. Prepare and submit timesheets for contract staff working under the ASC programme, ensuring accuracy and timely submission. Monitor and ensure sufficient programme resources (books, stationery, teaching aids and other essentials) and initiate replenishment requests when needed. Coordinate day-to-day operational needs for ASC (tutor coordination, classroom readiness, schedules and basic logistics) and report issues promptly. Identify and flag any safeguarding, behavioral, emotional or psychological concerns and report to the Social Worker for follow-up, counselling or further support.

COMMUNICATIONS AND SOCIAL MEDIA (FACEBOOK PAGE MANAGEMENT)


Manage and maintain the official Facebook pages for The Salvation Army Kuching Corps and Kuching Community Services. Respond to messages and enquiries received through Facebook in a timely and professional manner, and direct urgent matters to the Corps Officer or relevant staff. Support the Corps Officer by preparing ministry updates, announcements and programme highlights, subject to the Corps Officer's approval before posting. Ensure the public can reach the Corps and Community Services easily by keeping contact details, operating hours and basic service information updated. Monitor comments and messages for sensitive cases and escalate appropriately, ensuring confidentiality and safeguarding of children and beneficiaries. Keep basic records of public enquiries and provide updates to the Corps Officer when needed.

FUNDRAISING AND SUPPORT FOR CHARITABLE OPERATIONS


Understand that The Salvation Army is a charitable organization, and fundraising is essential to support operations and beneficiaries. Actively participate in all fundraising activities and programmes organised by the Corps and Community Services, and serve with best effort and positive attitude. Support planning, preparation and implementation of fundraising activities, including assigned administrative support (documentation, records, coordination, procurement and event logistics). Contribute ideas and help innovate practical ways to improve fundraising outcomes and public engagement, in line with The Salvation Army mission and values.

PROFESSIONAL DEVELOPMENT


Update job knowledge by participating in educational opportunities Ensure confidentiality and security of financial/HR information Assist with other projects as assigned by management from time to time




QUALIFICATIONS

Qualifications and Requirements


Minimum education: Diploma/ Degree in Business Administration, Office Management, Accounting, Human Resource Management, or a related field.

Experience: Prior experience in administrative work, programme coordination, and basic accounts processing, but fresh graduates are encouraged to apply.

Administrative competency: Good working knowledge of MS Office (Word, Excel, PowerPoint) and ability to manage records, reports, and documentation accurately. Experience with ERP or database systems is an advantage.

Communication and interpersonal skills: Able to communicate clearly and respectfully with children, staff, volunteers, donors, and the public. Able to handle enquiries professionally (including online messages).

Organisation and multitasking: Strong time management, attention to detail, and ability to prioritise multiple tasks under deadlines.

Programme support: Able to coordinate schedules, prepare monthly programme plans, and complete metrics and reporting requirements as assigned.

* Driving: Possess a valid driving licence. Ability to drive a van is an added advantage.