About Us
The Malaysian Red Crescent (MRC) also known as Bulan Sabit Merah Malaysia (BSMM), part of the global humanitarian IFRC network, is committed to delivering emergency relief, building community resilience, and promoting universal humanitarian values.
We are looking for a dedicated and detail-oriented to support the daily operations of the Secretary General’s office by handling administrative tasks, managing the calendar, preparing documents, coordinating travel arrangements, and ensuring smooth communication and support for official duties.
Job Duties and Responsibilities Office Operations Management:
- Manage daily administrative tasks in the Secretary General’s (SG) office to ensure smooth and efficient operations.
- Maintain cleanliness, organization, and tidiness of the SG’s office.
- Arrange refreshments for the SG and guests upon request.
- Safeguard the SG’s office key and ensure proper security protocols are followed.
- Handle incoming and outgoing correspondence including drafting letters, memos, and official communication on behalf of the SG.
- Monitor and manage daily emails for both personal and secgen@redcrescent.org.my, highlighting important messages and promptly addressing urgent matters.
- Disseminate relevant emails, instructions, and information to appropriate departments or teams.
- Maintain a well-organized filing system for easy document retrieval.
- Provide clerical support such as photocopying, faxing, scanning, and document preparation for meetings and reports.
- Assist in the planning, coordination, and execution of meetings, events, or functions organized by the SG’s office.
Calendar & Appointment Management:
- Manage and update the calendar including scheduling meetings, appointments, and events.
- Coordinate and confirm appointments with internal and external stakeholders.
- Identify and resolve scheduling conflicts.
- Provide reminders and updates to the SG about upcoming engagements.
Travel Arrangements:
- Coordinate SG’s official travel including flight bookings, hotel reservations, and ground transportation.
- Research and recommend efficient and cost-effective travel options.
- Track and manage travel expenses and reimbursement processes (including preparing PAR/petty cash requests and settlement).
Document Proofreading:
- Review and proofread letters and documents that require the SG’s signature.
- Ensure accuracy and quality of all written materials.
- Provide feedback and suggestions before finalizing documents, if necessary.
- Ensure documents are correctly formatted and follow the organization’s standards.
Transport and Driver Coordination:
- Arrange transportation for SG’s daily movements including to/from office, meetings, and events.
- Coordinate with the assigned driver to ensure timely pick-ups and drop-offs.
- Monitor traffic conditions and adjust plans to ensure punctuality.
- Manage fuel logistics, including availability of fuel cards or petty cash when the SG drives.
- Ensure toll cards are topped up or petty cash is available for toll payments.
Meeting Document Support:
- Ensure all documents for meetings are well-prepared and organized for the SG.
- Prepare and compile briefing notes, agendas, minutes, reports, and relevant materials.
- Liaise with departments to collect and finalize documents in advance.
- Print, file, and maintain physical and digital copies of all meeting materials.
- Brief the SG on key points, discussion topics, and action items before meetings.
- Manage confidential documents securely and handle sensitive information with discretion.
Secretariat Services Collaboration:
- Work closely with the Secretariat Services team to ensure coordination of strategic MRCS meetings.
- Keep track of key matters related to Governing Board (GB), Principal Office Bearers (POB), and National Council meetings.
- Familiarize with GB members and their roles to support communication and coordination.
- Assist with meeting logistics and document preparation for POB, GB, and Council sessions.
- Help ensure follow-ups and action points from high-level meetings are completed efficiently.
Election Coordination:
- Together with the SG, track important election dates and send reminders to stakeholders.
- Liaise with OD and Legal departments to ensure a smooth election process.
- Prepare and distribute election-related documents/notifications in accordance with ROP.
- Act as a point of contact for branches regarding election procedures and inquiries.
- Assist OD Department in organizing election sessions including logistics, setup, and documentation.
- Maintain proper records of election results, reports, and communications.
- Work with the SG to communicate election results and facilitate leadership transitions.
Ad-Hoc Duties and Special Assignments:
- Carry out any additional tasks as assigned by the SG, ensuring flexibility and efficiency.
- Support special projects, research, and report preparation when requested by SG/GB members.
- Accompany the SG to meetings, events, and official visits when needed.
- Assist in preparing speeches, presentations, or talking points for SG’s engagements.
- Run personal and professional errands for the SG as required.
- Support crisis management by helping coordinate urgent issues on behalf of the SG.
- Provide support to GB members upon request, including logistics, meeting prep, and documentation.
- Perform any other PA-related tasks to support the SG, the SG’s office, and the operations of MRC.
Job Requirements1. Qualifications
- Bachelor’s degree in Public Administration, Management, Human Resources or other relevant fields.
2. Experience
- Minimum of 2 years’ experience in strategic or operational roles in large organizations, Government-Linked Companies (GLCs), or similar environments.
3. Special Requirements, Knowledge & Skills
- Ability to execute responsibilities according to organizational values and procedures.
- Willingness to learn and accept feedback.
- Discretion and integrity in handling confidential information.
4. Languages
- Excellent verbal and written communication in English and Bahasa Malaysia.
5. Competencies
- Meticulous and detail-oriented.
- Excellent organizational and multitasking abilities.
- Ability to work under pressure.
- Problem solving and conflict resolution skills.
Job Type: Full-time
Pay: RM2,500.00 - RM3,000.00 per month
Benefits:
- Additional leave
- Flexible schedule
- Free parking
- Health insurance
- Maternity leave
- Opportunities for promotion
- Parental leave
- Professional development
Application Question(s):
- Age
- Expected Salary
- Availability to join / notice
Education:
- Bachelor's (Required)
Language:
- Bahasa Melayu (Required)
- English (Required)
Work Location: In person