Administrative Assistant, Finance and Administration

Malaysia (MY)
07 Jun 2019
End of advertisement period
15 Jun 2019
Contract Type
Full Time

Administrative Assistant, Finance and Administration

Heriot Watt University Malaysia Sdn Bhd

About Heriot-Watt University

Heriot-Watt University has five campuses: three in the UK (Edinburgh, Scottish Borders and Orkney), one in Dubai and one in Malaysia. The University offers a highly distinctive range of degree programmes in the specialist areas of science, engineering, design, business and languages.

With a history dating back to 1821, Heriot-Watt University has established a reputation for world-class teaching and practical, leading-edge research, which has made it one of the top UK universities for business and industry. We connect with industry at every level and develop programmes to match their needs – so employers get work-ready industry-fit graduates.

Heriot-Watt is also Scotland's most international university, boasting the largest international student cohort.

We have an established set of values that help us to nurture innovation and leadership, and show our commitment to continuous improvement and development in all our activities.

For full details on our University please view our Careers at Heriot-Watt

About our Team

Heriot-Watt University Malaysia (HWUM) is a UK university campus based in Putrajaya, Malaysia. HWUM is the second international campus of Heriot-Watt University ("HWU") which is a leading research-intensive UK university, specialising in science, technology, engineering, business, languages, textiles and design. With an international reputation for scientific and technological excellence, the University is truly global in scope and scale with a campus in Dubai, three campuses in Scotland and over 150 partners world-wide.

HWUM is operating from a stunning, purpose-built, eco-friendly, lakeside campus that currently has more than 2,000 students. Besides the academic offering that ranges from Foundation to Undergraduate and Postgraduate programmes in Business, Engineering, Construction, Actuarial Science and more, the university is a pioneer in Impact-Based and Positive Education aiming at developing Purpose-driven, resilient and world-ready graduates.

With highly motivated community, state-of-the-art learning resources and world-class learning and teaching facilities, the Putrajaya campus is a dynamic and stimulating place to study, grow and flourish. Students studying at Heriot-Watt University Malaysia undertake a well-structured developmental programme that takes them in four stages to develop the skills of knowing and leading self, leading teams, leading communities and leading enterprise. This inculcates emotional intelligence, interpersonal and analytical skills sought after by employers. Learning outcomes and standards are identical across all campuses which enables students to seamlessly transfer between campuses.

Detailed Description

The Finance and Administrative Assistant is responsible for the daily account payable operations.

He/she is responsible for the end to end process and reports for account payable and payment and ensures compliance with the University's policies, statutory requirements and approved accounting standards.

The role will be based at the University's campus in Putrajaya, the administrative capital of Malaysia.

Key duties and responsibilities

Accounts Payable :

Data entry and processing of payable transactions (eg. vendor invoices, utilities bills, claims)
Prepare and process payments on a timely manner.
Attend to banking matters as and when required.
Perform staffs and vendors’ account reconciliations and attend to their queries.
Responsible for month end reconciliations relating to payables including bank reconciliation.
To ensure all critical payment and taxes are paid promptly and correctly recorded.
To pass monthly journals for prepayment, accrual, and other adjustment as and when needed.
Preparing assigned monthly balance sheet reconciliation schedules.
Assist in the preparation of financial reports, budget, forecast, reconciliations and any other reports as required from time to time.

To carry out any other duties as requested by the manager.

Administration :

Ensure proper recording and filing of accounting documents.
Provide general administrative support and any ad hoc duties as and when required.

Please note that this job description is not exhaustive, and the role holder may be required to undertake other relevant duties commensurate with the grading of the post and its general responsibilities. Activities may be subject to amendment over time as the role develops and/or priorities and requirements evolve.

Education, qualifications and experience

This section details the attributes e.g. skills, knowledge/qualifications and competencies which are required in order to undertake the full remit of the role.

Means of Assessment
Education & Qualifications
Minimum LCCI Diploma or degree or equivalent
Accounting qualification
Minimum 1 year of working experience in Accounts Payable capacity.
Experience working in the education industry
Application form and interview
Competencies, Skills & Knowledge
Meticulours and attend to details.
Detail oriental with strong analytical skills and problem solving skills.
Self-motivated with high degree of commitment to meet deadlines and objectives
Well versed with Microsoft Office applications especially proficient in MS Excel.
Able to communicate Proficient in English. (written and verbal)
Able to work in a team and take on ac-hoc urgent task.
Able to communicate with all levels
Hands on experience with Microsoft office
Application form and interview

Essential Criteria - these are attributes without which a candidate would not be able to undertake the full remit of the role. Applicants who do not clearly demonstrate in their application that they possess the essential requirements will normally be eliminated at the short listing stage.

Desirable Criteria - these are attributes which would be useful for the candidate to hold. When shortlisting, these criteria will be considered when more than one applicant meets the essential criteria.

How To Apply

Due to Malaysian Immigration restrictions, we regret that this position is only open to citizens or permanent residents of Malaysia.

Applications should be submitted to iRecruit system.

Applications must be submitted by 15 June 2019. If you are not contacted by the selection committee by 30 June 2019 then please assume that on this occasion your application has been unsuccessful.

The University is committed to equality of opportunity.