Secretary and Documentation Officer

The Secretary & Documentation Officer is responsible for managing documentation and administrative processes related to foreign employment recruitment. The role involves preparing and processing candidate documents, ensuring compliance with the Department of Foreign Employment (DOFE), Ministry of Foreign Affairs (MOFA), and other regulatory authorities, while maintaining accurate records and coordinating with clients, recruitment agencies, embassies, and internal departments. The ideal candidate must possess hands-on experience in the manpower/recruitment industry and have strong knowledge of documentation procedures for overseas employment.

Key Responsibilities

Documentation Management

• Prepare and process candidate documentation in accordance with DOFE, MOFA, and employer requirements.
• Handle Shram Approval, Pre-Approval, Visa Processing, and Flight Documentation.
• Prepare demand sets, employment contracts, deployment documents, CVs, and other recruitment-related paperwork.
• Verify document accuracy and ensure timely submission to relevant authorities.
• Safeguard passports, visas, contracts, and confidential applicant documents.

Regulatory Compliance

• Ensure compliance with all applicable regulations and procedures of DOFE, MOFA, immigration authorities, and foreign missions.
• Keep updated with changes in foreign employment documentation requirements.
• Coordinate documentation for embassy submissions and approvals.

Administrative Support

• Maintain accurate records of applicants, documentation status, visa progress, and deployment schedules.
• Update Excel tracking sheets and documentation databases regularly.
• Organize and maintain physical and electronic filing systems.
• Coordinate meetings, interviews, and appointment schedules.

Communication & Coordination

• Serve as the primary point of contact for document-related communication with clients, recruitment agencies, embassies, and foreign employers.
• Prepare professional business correspondence, emails, official letters, and reports.
• Coordinate with internal departments to ensure smooth processing of candidate documentation.
• Respond promptly to documentation-related inquiries from candidates and stakeholders.

Reporting

• Prepare daily, weekly, and monthly documentation progress reports.
• Report documentation delays, discrepancies, or compliance issues to management.
• Maintain confidentiality and accuracy of all official records.

• Bachelor's degree in Business Administration, Management, or a related field is preferred.
• Minimum 2 years of experience in the manpower/recruitment industry.
• Proven experience in documentation related to foreign employment.

Required Knowledge

• Strong knowledge of DOFE and MOFA documentation procedures (Mandatory).
• Thorough understanding of:
  • Shram Approval
  • Pre-Approval
  • Visa Processing
  • Flight Documentation
  • Candidate Deployment Procedures
• Familiarity with embassy documentation and recruitment processes.

Skills & Competencies

• Excellent documentation and organizational skills.
• Strong proficiency in Microsoft Office, particularly Excel.
• Excellent written and verbal communication skills.
• Strong record-keeping and document management abilities.
• High level of confidentiality and attention to detail.
• Ability to work under pressure and meet deadlines.
• Strong interpersonal and coordination skills.
• Professional attitude with excellent time management.