Executive - Secretariat

JOB DESCRIPTION

SECRETARIAL DUTIES AND RESPONSIBILITIES

Carry out the following secretarial duties for the Board, Investment Panel, Board committees and Management committees, including:

• Coordinate and arrange schedules for the annual and monthly dates of the Board Meeting, Investment Panel, Shariah Advisory Committee, and other committees.
• Coordinate and implement the issuance of meeting notices to members of the Board, Investment Panel, Shariah Advisory Committee, Board committees, Management committees, Heads of Departments meetings and other meetings, according to the prearranged date.
• Handle the paperwork for meeting folders and materials, including distribution to the relevant meeting members.
• Draft meeting decisions and minutes, which will be reviewed by the Meeting Secretary verified before circulation to the relevant meeting members and meeting Chair.
• Follow up with relevant departments to prepare report on matters arising or action to be taken prior to the next meeting.
• Prepare requests for meeting minutes’ excerpts from relevant departments.
• Perform the ongoing works to hold official events for members of the EPF Board, Investment Panel, Shariah Advisory Committee, and other committees.
• Coordinate onboarding sessions, courses, seminars, and training for EPF Board, Investment Panel, and Shariah Advisory Committee members in line with corporate governance practices and relevant legislation/policies.
• Help manage the Section's budget preparation and utilisation.
• Handle the payment of the Fixed Allowance, Attendance Allowance, and other benefits to the Board, Investment Panel, Shariah Advisory Committee, and Committee members.
• Perform administrative matters related to logistics such as booking accommodation, flight tickets, hotels, meeting rooms, and other necessities, as well as vehicles and transportation for members of the EPF Board, Investment Panel, Shariah Advisory Committee, and others to attend meetings, courses, and trips.
• Assist with additional administrative tasks for members of the Board, Investment Panel, and Shariah Advisory Committee, including making appointment proposals, preparation of income tax and SST forms, Annual Report Preparation, Board Effective Evaluation, procurement of iPad equipment and others.

CUSTODIAN

• Control and preserve the Board's confidential information from unauthorized access by third parties.
• Handle the receipt, registration, and safe storage for institutional papers.
• Perform the stamping of the Board's seal, Board Member's signature for the transfer of ownership form, real estate agreement, housing, proxy document, and others.
• Perform the filing of Board Secretariat Section (SUL) materials, such as minutes and meeting documents.

JOB QUALIFICATIONS

• Malaysian citizen
• Not below 21 years old on the closing date of application
• Obtain at least a credit in Malay Language and English including oral test at Sijil Pelajaran Malaysia (SPM) level or equivalent as recognized by the Government
• Possess a Bachelor of Laws (Honours) (LLB) or equivalent LLB qualifications or other related qualification which is recognized by the Government from any local or abroad higher learning institution in related field of study or qualification
• Has at least 2 years of relevant experience in area of secretarial.
• Candidates with experience in the relevant job description set out herein, is an added advantage
• Good communication skills with excellent command of oral and writing in English and Bahasa Melayu
• Highly motivated and able to work under minimal supervision

JOB STATUS

Permanent

All applications are strictly CONFIDENTIAL and only shortlisted candidates will be called in for interview. Applications are deemed UNSUCCESSFUL if there is no feedback from the EPF 2 MONTHS after the closing date of advertisement.