Office Secretary - Leading Industry Pay

 

Malaysia Forest Fund is an agency established under the Ministry of Energy & Natural Resources. Its main roles are:   

 

1. To drive, facilitate, formulate, oversee, and ensure timely and effective implementation of strategic forest initiatives for the country through the creation of innovative finance strategies and interventions in generating positive incentives for the protection, conservation and sustainable management of forests. 
2. To develop transparent monitor strategies and procedures, as well as coordinate and operationalise forest initiatives (which includes but not limited to fundraising, administration and disbursement of funds) including developing relevant standards, guidelines and procedures for implementation and periodic updating. 
3. To facilitate and provide transparent and reliable communication, education, public awareness, capacity building as well as verification and reporting to all relevant stakeholders on the developed forest initiatives. 

 

ROLE SYNOPSIS

 

You will be responsible to perform secretarial work and support day-to-day administrative functions, including answering phone calls and managing correspondence, scheduling appointments, and making travel arrangements. You may also be required to organize events and assist other tasks as and when required. 

KEY RESPONSIBILITIES & RESULT AREAS 

As Office Secretary

• Preparing a variety of correspondence, including the drafting of general replies. Keep and maintain an accurate record of papers and electronic correspondences. 
• Prepare draft speech and presentation slides for general events and meetings. 
• Ensure the Management is fully briefed on, or prepared for, any engagements he/she is involved in. 
• Minute general meetings as required and complete research on behalf of the Management. 

 

• Filter general information, queries, phone calls and invitations to the Management by redirecting or taking forward such contact as and when appropriate. 
• Coordinate travel and accommodation requirement. 
• Liaise with internal/ external customers in a professional manner as required while conveying the message accurately and in a timely manner. 
• Ensure filing of all statutory documents (i.e. personal income tax) and renewals (e.g. insurance policies) are carried out in a timely manner. 
• Process medical claims, financial reimbursement and leave application on behalf of the Management in a timely and proper manner. 
• Carry out general housekeeping for the office. 
• Organize office, sort and distribute communications timely and assist in ways that optimize procedures 
• Create and update records ensuring accuracy and validity of information 
• Schedule and plan meetings and appointments 
• Monitor level of supplies and handle shortages 
• Resolve office-related malfunctions and respond to requests or issues 
• Coordinate with other departments to ensure compliance with established policies •    Maintain trusting relationships with suppliers, customers and colleagues 
• Perform receptionist duties as and when required. 

 MUST HAVES▪Candidate must possess at least Diploma/Advances/Higher/Graduate Diploma/Degree in Secretarial or equivalent.  ▪At least 5 Year(s) of working experience in the related field is required for this position. ▪Ability to multitask & experienced in dealing with a demanding role & high-level workload. ▪Ability to prioritize work & manage time effectively & be proactive. ▪Demonstrate a professional manner at all times & possess the ability to remain calm even under pressure. ▪Ability to maintain a high level of professionalism, discretion & self-motivated.  SOFT SKILLS▪ Organizational skills - systematic and efficient. Good planning of time and workload effectively ▪ Computer competencies - the knowledge and ability to use computers and related technology efficiently ▪ Communication – oral, speaking capability, written, presenting, listening ▪ Flexibility – adaptability, willing to change, lifelong learner, accepts new things, adjusts, teachable ▪ Integrity – honest, ethical, high morals, has personal values, does what’s right ▪ Positive Attitude – optimistic, enthusiastic, encouraging, happy, confident ▪ Professionalism – businesslike, well-dressed, appearance, poised ▪ Responsibility – accountable, reliable, gets the job done, resourceful, self-disciplined, wants to do well, conscientious, common sense ▪ Work Ethic – hard working, willing to work, loyal, initiative, self-motivated, on time, good attendance