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

The Salvation Army Malaysia is seeking a proactive and detail-oriented Administrative Assistant to support the smooth operation of our Centre. This role offers the opportunity to contribute to both administrative excellence and meaningful community work.

Qualified candidates may be considered for the role of Administrative Executive depending on experience and suitability.

What You'll Be Doing

Finance Support

Process and key into the system all quotations, invoices, and payments to vendors. Process and key into the system utility bills, staff reimbursements, petty cash transactions, and receipts. Ensure accurate petty cash imprest balance is maintained at all times. Process monthly invoices accurately and in a timely manner. Assist in preparing financial reports, including Income & Expenditure (I&E), Aging Reports, and bank reconciliations/statements. Ensure proper filing and documentation for internal audit, external audit, and compliance requirements (e.g., LHDN, JKM). Liaise with the Finance Department on accounts-related matters. Ensure all financial processes are carried out according to the organisation's policies and procedures. Comply with e-invoicing requirements and adhere to the organisation's monthly finance reporting deadlines. Prepare and submit TSAMM proposals, and manage procurement processes in compliance with organisational guidelines

Human Resources Support

Assisting end-to-end recruitment processes, including candidate screening, interview coordination, and onboarding. Maintain accurate job descriptions, HR files, and staff records. Track employee attendance, leave, and payroll data to ensure timely and accurate submissions. Process staff medical claims and maintain training and performance records. Assisting in staff transfers, promotions, terminations, and assist in addressing disciplinary matters in coordination with Centre Head. Communicate HR updates to employees and collaborate with the Regional HR Department.

Facilities & Property Management

Support the Centre Head and RHQ Property Department on property-related matters, including maintenance and service contracts. Liaise with contractors, suppliers, and government agencies to ensure facilities are maintained in good order. Manage tenancy agreements and ensure compliance with renewal terms and statutory requirements. Maintain accurate records of all property documentation and transactions.

General Administration

Serve as the first point of contact for calls, visitors, and donors, providing professional and courteous service. Draft and handle routine correspondence, internal memos, and communications. Maintain updated records for volunteers and donors and coordinate related appointments. Prepare meeting agendas, take accurate minutes, and assist in monthly report submissions. Maintain a secure and efficient filing system to ensure data confidentiality and easy retrieval. Actively support fundraising events, outreach efforts, and community programs. Provide administrative backup and continuity in the absence of the Centre Head. Carry out any additional duties as assigned by the Line Manager.





QUALIFICATIONS

Minimum Diploma in Business Administration, HR, or any other field 1-2 years of relevant admin experience (fresh grads are also encouraged to apply) Good communication skills in English and Bahasa Malaysia Proficient in Microsoft Office (Excel, Word, PowerPoint) Organized, reliable, and able to handle sensitive information with integrity.




OTHER INFORMATION

Added Advantage

Experience in NGO or community-based organisations Friendly and people-focused attitude Ability to multitask and adapt to changing priorities

Working Hours

Mondays to Fridays : 08:30 am to 05:30 pm (inclusive of a 1-hour break) Saturdays : 08:30 am to 01:30 pm

Location

* 321 Jalan Parameswara Melaka, 75000 Melaka Malaysia.