Job Description

Job Purpose

• Provide Secretarial and administration support to Head of Department
• Responsible for providing administrative support to other departments

Job Responsibilities

• Provide support to the respective Head(s) of Department in office management related matters.
• Prepare and update the Department organization charts, liaise with HR Department on staff attendance, leave administration, updating of staff information, arranging for travel warrants and travel arrangements and other relevant follow up on HR Matters.
• Ensure adequate availability of work stations, office supplies/stationeries and equipment\'s such as computers, telephones, photocopier machines etc for the Department.
• Ensure overall Good Housekeeping practices for the Department.
• Ensure effective filing systems for the Department.
• Attend to all incoming telephone calls for the Heads of Department and to update them accordingly.
• Distribute company\'s circulars/information to all staff in the Department.
• Responsible for purchase and records all printing, stationery items and fixed asset ie. Computer/laptop via capex requisition

Job Responsibilities (Con\'t)

• Responsible for organizing departmental meetings and staff events ie staff gathering
• Assist Head(s) of Department in typing official Department Reports such as Monthly Departmental Report and M-Plan Report as assigned by them.
• Continuously seek to improve office administration services.

Job Responsibilities (Con\'t)

Job Responsibilities (Con\'t)

Impact / Accountability

Education/Professional Qualification

• Certificate/Diploma in Office Management or equivalent with good computer skills.
• MS Excel, ESH Awareness Training, Safety & Health & Design Thinking, Microsoft Work.

Professional Experience

Competencies

Risk Management

Governance, Risk and Integrity:

Understand, at minimal:

• The Group and BU/OU/Support Department governance structure and process;
• BU/OU/Support Department operating parameters;
• Laws, rules and regulations impacting BU/OU/Support Department area of operations;
• The Group\'s principles and requirements of the Group\'s Code of Business Conduct ("COBC"), Group Policies and Authorities (\xe2\x80\x9cGPA\xe2\x80\x9d) and related policies and procedures.
• The basic application of risk management in the BU/OU/Support Department area of operations;

[the above is collectively known as \xe2\x80\x9crequirements\xe2\x80\x9d]

Drive, lead and/or assist in:

• Maintaining compliance to the requirements.
• Guiding others, where required.
• Raise concerns and seek guidance when in doubt.

Sime Darby Property