Human Resource Admin(Clerical Officer, Talent Attraction )

Role: Clerical Officer, Talent Attraction

ROLE PURPOSE

Handle administrative tasks that support the end-to-end recruitment lifecycle with accuracy and timeliness. This includes handling documentation, coordinating onboarding and offboarding activities, processing secondments and retirements, updating systems, and ensuring all records are properly filed and compliant. The role is detail-oriented and process-driven, requiring consistent follow-through to ensure smooth operations and effective support to internal stakeholders.

PRINCIPAL ACCOUNTABILITIES (Key responsibilities and tasks that the role performs)

1. Pre-Employment & Onboarding
2. a) Handles pre-employment medical check-ups, onboarding documentation, employment security vetting, access card requests, and coordination of new hire briefings.
3. b) Ensures proper collection, stamping, scanning, and filing of employment agreements into the document repository.
4. Employee Movement
5. a) Coordinates and notifies Data Management Unit on updates for employment movement cycle i.e. transfers, promotions, attachments, secondments, covering and actingship.
6. Attachment and Secondment Management
7. a) Prepares offer and variation letters, verifies documents, and manages agreements for BNM signatory, in collaboration with the respective TA Analyst.
8. b) Ensures proper collection, stamping, scanning, and filing of employment agreements into the document repository.
9. Offboarding & Retirement
10. a) Administers resignation notifications, notifies Data Management Unit on system updates, outstanding debt recovery, and liaises with debt collection agencies. Manages resignation notifications, notifies Data Management team on system updates and outstanding debt recovery, and liaises with debt collection agencies.
11. b) Handles retirement processes including early retirement requests, eligibility checks, approvals, retiring staff list report and communication of retirement announcements, in collaboration with respective TA Analyst.
12. c) Liaison officer with debt collection agency on consolidation and recovery of outstanding debt, and maintains tracking report for debt recovery.

NATURE OF ACCOUNTABILITIES AND COMPETENCIES:-

Clerical Officer supports at an operational level, assisting in the delivery of all recruitment-related administration through routine clerical tasks such as document preparations and handling, record maintenance and payment processing support. The role contributes to the smooth execution of recruitment processes by supporting logistics coordination, basic correspondence and accurate documentation. It requires attention to detail, reliability in following procedures, proficiency in systems and strong organisational skills. While not responsible for independent decision making, the role plays a key part in ensuring administrative accuracy and operational efficiency through consistent support and collaboration.

QUALIFICATIONS

Academic Qualifications: Sijil Pelajaran Malaysia (SPM) and equivalent

PREVALENT & EMERGING SKILLS

1. Administration & Coordination
2. Prevalent: Data entry, document preparation, filing, payment documentation support, basic correspondence
3. Emerging: Use of digital forms, e-filing systems, and automated document workflows
4. Data & Records Management
5. Prevalent: Record maintenance, database updates, document tracking
6. Emerging: Basic data validation tools and basic analysis
7. Stakeholder Support
8. Prevalent: Handling routine queries, preparing standard communications, coordinating logistics
9. Emerging: Use of communication and other digital platforms
10. Payment Processing
11. Prevalent: Accurate preparation of payment documentation, verification of supporting records, tracking disbursements, and ensuring compliance with financial procedures
12. Emerging: Use of digital payment platforms and integrated financial workflow systems to enhance reliability and reduce processing error