Postal Forum (Association Of Malaysian Express Carriers) Hiring! Full Time Unit Head, Special Projects - Secretariat in Selangor, Earn up to MYR 4,000 - Ricebowl

We are looking for a dynamic Unit Head for Special Projects & Secretariat to join our team!

Key Responsibilities:

Taskforce Secretariat & Primary MCMC Liaison

• Serve as the lead Secretariat for the Postal Forum’s taskforce overseeing all administrative, operational, governance, and documentation requirements.
• Plan and coordinate Taskforce meetings, including preparing meeting schedules, agendas, notices, briefing materials, presentation decks, and supporting documents.
• Plan, coordinate, and manage the Annual General Meeting (AGM) and other statutory/corporate meetings, including notices, resolutions, minutes, and regulatory filings.
• Accurately record key deliberations, decisions, resolutions, action items, responsible parties, and agreed deadlines arising from Taskforce meetings and other high-level meetings.
• Prepare, finalise, and circulate meeting minutes and relevant documents within the stipulated timelines, ensuring accuracy, confidentiality, and proper record-keeping.
• Maintain and monitor a central action-item tracker, follow up with responsible parties, and provide regular progress updates to the Taskforce Committee.
• Act as the primary operational liaison with MCMC on all matters relating to the Taskforce Committee, including regulatory requirements, submissions, approvals, and follow-up actions.
• Prepare official correspondence, submissions, committee papers, management reports, briefing notes, and executive-level presentation materials.
• Establish and maintain an organised repository of meeting records, official correspondence, approvals, financial documents, and governance-related materials.

Financial & Grant Management

• Lead the formal reconciliation of grant funding covering multiple financial years.
• Coordinate the collection, verification, and consolidation of financial records and supporting documentation required for grant reconciliation, reporting, and audit purposes.
• Ensure that all grant-related activities are supported by complete, transparent, and accurate documentation and comply with applicable governance, reporting, and audit requirements.
• Liaise with relevant internal and external stakeholders to resolve financial discrepancies and complete outstanding reconciliation matters within the agreed timelines.

Special Projects & Cross-Functional Support

• Lead or support strategic and time-sensitive projects assigned by senior management, particularly those relating to governance, regulatory matters, stakeholder engagement, and organisational establishment.
• Coordinate cross-functional inputs and independently drive assigned deliverables to completion within agreed timelines.
• Identify potential risks, delays, and dependencies, and escalate critical matters to senior management or the Pro Tem Committee, where appropriate.

Key Qualifications & Requirements

• Seniority & Experience: Minimum 4 years of professional experience with proven background at a Unit Head or Managerial level in secretarial, public policy, or corporate governance.
• Stakeholder Management: Demonstrated capability and confidence in engaging and managing relationships with C-level executives, government officials, and regulatory bodies.
• Documentation & Writing: Exceptional written communication skills, with extensive experience in drafting high-level official papers, regulatory submissions, board documents, and technical reports.
• Presentation Skill: Strong ability to develop and deliver clear, compelling, and executive-level presentations, translating information into concise materials tailored to senior stakeholders.
• Minute-Taking for Taskforce Meetings: Proven ability to accurately capture proceedings of taskforce and high-level meetings, including key deliberations, decisions, resolutions, action items, responsible parties, and deadlines, while ensuring timely circulation and proper record-keeping.
• Financial Acumen: Strong analytical capabilities with experience in grant reconciliation, financial reporting, or audit compliance (specifically relevant for multi-year grant reconciliations).
• Project & Time Management: Proven ability to operate independently on high-stakes, ad-hoc assignments while balancing multiple deliverables under tight deadlines.

**Subject to any changes.

Pay: From RM4,000.00 per month

Benefits:

• Dental insurance
• Health insurance
• Opportunities for promotion
• Professional development

Ability to commute/relocate:

• Cyberjaya: Reliably commute or planning to relocate before starting work (Preferred)

Education:

• Bachelor's (Required)

Experience:

• secretarial, public policy, or corporate governance: 4 years (Required)

Location:

• Cyberjaya (Preferred)

Willingness to travel:

• 50% (Preferred)

Work Location: In person