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 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