Head of Shared Services (Executive)

JOB SUMMARY

Reporting directly to the Head of Branch, the Head of Shared Services is responsible for leading and coordinating the entire range of administrative support services to ensure the branch operates with efficiency, consistency, and compliance. This includes managing functions such as Administration & Finance, Human Capital, IT Support, Procurement, Property Management, Performance Appraisal, Safety & Risk, Training, and other support-related areas.

JOB RESPONSIBILITIES

Prepare the branch’s annual budget proposal; monitor expenditures and forecast future spending, ensuring alignment with budgetary controls and taking corrective actions as required.

Serve as the primary liaison on administrative matters with internal stakeholders, vendors, and relevant departments.

Organize and maintain the confidentiality, record of files and ensure the filing system is up-to-date.

Ensure the branch personnel KPI and Job Description (JD) documents are updated and well-kept/recorded.

Provide end-to-end administrative support for internal and external events, meetings, visits, and programs, including logistics coordination and on-site assistance.

Coordinate travel arrangements, handle related logistics and accommodations for branch personnel that involve with out-of-office official work.

Administer human resource-related functions at the branch level and ensure adherence to HR policies and procedures.

Coordinate and facilitate the performance appraisal process for the branch personnel based on guidelines set by HR.

Monitor staff participation in training and development activities, ensuring alignment with the Branch Learning & Development Plan.

Ensure adequate levels of office supplies are available at all times and office equipment is well maintained for branch operations.

Maintain and update branch’s asset inventories listing as and when necessary.

Carry and perform ad-hoc tasks according to branch’s needs or as per Management instructions from time to time, in accordance with the latest work procedures and policies.

JOB REQUIREMENTS

Malaysian citizen

Pass Malay Language including oral test at Sijil Pelajaran Malaysia (SPM) level

Possess a Bachelor’s Degree in Business Administration, Management or other related areas

At least 2 - 4 years of experience in related fields

Attention to detail, computer proficient and critical thinking skills

Excellent leadership, decision making and communication skills (verbal & written)

Able to multi-task and good time management skills

PLACEMENT

Peninsular Malaysia

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.