24 FEBRUARY 2023: SITUATION VACANT NO. 02/2023

CONSULATE GENERAL OF MALAYSIA

313 East 43^rd Street,

New York, N.Y.10017

Tel: (212)490-2722 Fax: (212)490-4290

Email: newyork@imi.gov.my

SITUATION VACANT NO. 02/2023

JOB BRIEF:

We are looking for a responsible, reliable and efficient Administrative Assistants (Clerical / Operations) to perform a variety of administrative, clerical and operational tasks including counter services. As an administrative assistant, you will be the first point of contact for the Immigration Consul Office and you will provide customer service and administrative support across the organization. The ideal candidate should have excellent oral and written communication skills, hardworking professional who are able to undertake a variety of tasks and work diligently under pressure and perform receptionist and administrative duties and possess.

JOB DESCRIPTION / RESPONSIBILITIES:

1. Receptionist Duties:

1. Serve visitors by greeting, welcoming, directing and announcing them appropriately;
2. Counter services – receive applications, perform document checking for passport / visa / travel documents applications and processing;
3. Handle customer/applicant queries personally or via email, telephone;
4. Answer, screen and forward any incoming phone calls while providing basic information when needed;
5. Handle cash payments and bank related transactions if assigned and ensure 100% accuracy;
6. Maintain the reception area;
7. Answer and direct phone calls;
8. Organize and schedule appointments for passport / visa applications;
9. Liaise with senior officers to handle requests and queries from customers/ applicants and stakeholders;
10. Provide general support and assistance to customers/ applicants and stakeholders;
11. Perform other clerical receptionist duties, such as retrieving shipping documents and review them for accuracy.

2. Office Duties

1. Record & maintain all applications data. Ensure accurate & timely data entry into the system with zero errors;
2. Write and reply emails, correspondence memos, letters, faxes and forms;
3. Coordinate Immigration office’s meetings and take detailed minutes;
4. Assist in the preparation of regularly scheduled reports and statistics;
5. Assist in the maintenance of filing system for immigration office;
6. Coordinate office maintenance and repairs for various equipment and assets under the Immigration Consul’s office such as desktops, printers, scanners, car etc;

7. Ensure that the entire process is completed within the mandated turnaround time.
8. Run errands such as to the post office, etc.;
9. Assist the Consul General, Consul (Immigration), Vice Consul (Immigration) and Administrative Officer (Immigration) in the coordination of special events / visits / programs;
10. Update and maintain immigration related information on the Consulate General’s website or other social media platforms;
11. Create packing lists and ship outgoing packages using FEDEX / USPS;
12. Ensure all administration and logistics of passport delivery to consulate/ logistic companies, etc.
13. Any other duties as and when directed by the Consul General, Consul (Immigration), Vice Consul (Immigration) and Administrative Officer.

REQUIRED SKILLS AND QUALIFICATIONS:

1. Minimum High School Diploma or equivalent in any discipline - additional qualification as an Administrative assistant or Secretary will be a plus;
2. Working knowledge of office equipment, like printers, scanners and fax machines;
3. Proficiency in MS Office (MS Word, Excel and PowerPoint, in particular);
4. Excellent time management skills and the ability to prioritize work;
5. Attention to detail and problem-solving skills;
6. Excellent written and verbal communication skills;
7. Strong organizational skills with the ability to multi-task;
8. Excellent interpersonal skills including pleasant personality with relevant experience; and
9. A valid working permit to work in USA (for non-US citizens). The Consulate General shall not act as the sponsor for the applicants in obtaining a visa / working permit or bear the costs for visa / work permit renewal.

APPLICATION PROCEDURES:

Interested applicants are required to apply by filling up the Application of Employment Form (Appendix A) that can be obtained from the Consulate General of Malaysia at the above address from 9.00am – 5.00pm (Monday- Friday) except on public holidays or by downloading it from the Consulate General’s website.

Completed application form together with all other supporting documents should be submitted either physically to the Consulate General of Malaysia office or virtually via email to newyork@imi.gov.my no later than March 15, 2023 at 5.00pm. Please indicate “ADMINISTRATIVE ASSISTANT (CLERICAL/ OPERATION)” at the top left corner of the envelope.

Only shortlisted candidates will be contacted for the interview.

Consulate General of Malaysia

February 24, 2023