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

ACCOUNTABILITY

Reporting to : Director of Public Relations

WORKING DAYS AND HOURS

Under the normal circumstances the hours of duty will be as follows: Mondays to Fridays : 8:30 am - 5:30 pm (inclusive 1 hour lunch break)Flexibility in the working schedule is required when necessary.



It will be at the discretion of your Centre / Department in charge or his/her assigned representatives to determine whether you will be required to work any of the unutilized hours according to the operational needs of the Centre and within the legitimacy of the employment laws where applicable.

PURPOSE OF THE POSITION:

The primary objective of the Administrative Assistant role within the Regional Headquarters Public Relations Department is to maintain precise and current databases through meticulous data entry. This position serves a critical function in facilitating donor interactions, overseeing donation records, and ensuring the integrity of the organization's donor relations initiatives.

MAIN DUTIES AND RESPONSIBILITIES

1. Donation Processing and Data Management


Assist in receiving, recording, and processing incoming donations. Support donation processing through manual banking procedures and post office drops when necessary. Ensure the donor database is updated with detailed and accurate records of all received donations. Support the reconciliation of donation records with financial statements on a regular basis. Assist in the preparation and submission of donation-related reports, documentation, and records to the Finance Department. Collaborate with the Centre Admin to address donation-related inquiries and facilitate smooth handling of donation processes and data entry. Maintain organized records of donation-related documents for easy access and retrieval.

2. Donor Relations Support


Support as the main point of contact for donor inquiries, ensuring prompt and courteous responses to address donor queries and concerns effectively. Support in preparing and timely distributing monthly receipts and thank-you letter to donors, ensuring their contributions are promptly acknowledged. Assist in maintaining detailed records and facilitating the distribution of donations to centers, ensuring accurate allocation. Collaborate with Centre admin to support donation-related activities and initiatives, ensuring smooth coordination. Ensure compliance with legal and regulatory requirements regarding donation acknowledgments. Provide support and actively engage in fundraising events and appeals.

3. General Administrative Duties


Handle incoming calls and manage both incoming and outgoing mail within the office. Provide translation support for documents, correspondence, or communications as required, specifically into Chinese. Undertake additional projects and specific duties as assigned by the management as needed.




QUALIFICATIONS

QUALIFICATIONS

Minimum Diploma in Business Administration, 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.