Administration Assistant

We have urgent vacancies as Administrative Assistant for a multinational company specializing in the oil and gas industry. Please note that this is a Contractual position for 6 months and you will be based in Kuala Lumpur.

Job Scope :

HUMAN RESOURCE :

• Managing all day-to-day HR administration tasks; ensuring that all employee and HR records in data base are accurate and up to date.
• Process the company payroll every payment period and complete payroll reports.

Supervise and monitor payroll employees.

• Adhere to all payroll policies and addressing payroll-related inquiries from employees.
• Maintain payroll processing system and accurate records of payroll documentation and transactions.
• Maintain personnel tracking and cross checking the timesheet against the tracking sheet on monthly basis.
• Maintain knowledge of legal requirements and government reporting regulations affecting HR functions.
• Handle changes in exemptions, job status, job titles, and cross charging personnel within Malaysia.
• Receives and coordinates requests for leave and other absences.
• Track visa and work permit this include preparation of application documentation.
• Track E-Learning, crews’ medical validity, external HSE training requirements and career development activities.
• Administer and monitor all compensation materials and benefits programs of employees.
• Organize periodic performance appraisals and facilitate promotions.
• Supporting the development of performance review processes and reward schemes.
• Direct and oversee with the end-to-end recruitment essential processes such as the hiring process involved in appointing new employees, training and dismissing employees.
• Developing and implementing policy, standard operating procedure (SOP) and best practice guidelines for the organization.
• Ensure all applicable quality and operational procedures as identified in ALTUS Intervention systems are always adhered to at all times

ADMIN & FINANCE :

• Populate and reporting monthly QHSE data to Area Manager APAC.
• In charge of new registrations and licenses renewal with authorities and relevant professional bodies.
• Liaise with IT team for system access and termination.
• Manage and negotiate leasing agreements of warehouse, staff houses in Kemaman & Labuan and others.
• Devise, maintain and updating softcopy and hardcopy filing system for HR, Finance, Procurement and Admin.
• Perform entries for bank payment.
• Manage Approved Vendor List (AVL) for APAC.
• Maintain Vendor Approval List with a negotiated commercial term every one year.
• Devise, organize and maintain office operations, procedures, equipment, office supplies and administrative systems.
• Update and track payment of PO Master List.

PROCUREMENT & LOGISTIC :

• Manage Commercial Invoices and Packing Lists (CIPL’s) to comply with the custom import/export regulations.
• Manage the equipment movement paperwork, incl. CI’s, DO’s, MRV’s, Customer Forms such as K1, K8, K9 etc.
• To comply with customs regulations.
• Manage Equipment Movement incl. importation & exportation and offshore load-out / back-load paperwork.
• Provide effective supply chain management, especially related to custom agents & freight forwarders.
• Be in compliance with Altus Intervention policy with regards to documentation processes incl. getting the required approvals to proceed.
• Maintain all end use authorization paperwork, necessary documentation and administration to comply Customs requirements.
• Liaise with custom agent in clearing of materials through import and export at the relevant port.
• Keep up to date with the basic import and export requirements.
• Ensure that all related activities of customs are fulfilled in a timely and financially responsible manner in compliance with Company policies.
• Prepare and process purchase orders where required.
• Assisting to update equipment movement in M3.
• Coordinate the logistics arrangement with the people on locations

Job Types: Full-time, Contract
Contract length: 6 months

Pay: RM4,500.00 - RM5,000.00 per month

Benefits:

• Health insurance
• Opportunities for promotion
• Professional development
• Work from home

Schedule:

• Day shift
• Monday to Friday

Supplemental Pay:

• Performance bonus

Education:

• Diploma/Advanced Diploma (Required)

Experience:

• Administration: 3 years (Preferred)

Language:

• English (Required)
• Bahasa (Required)

Application Deadline: 11/27/2024
Expected Start Date: 12/02/2024