Administrative Staff Recruitment

Xiamen University Malaysia

UNIVERSITY OVERVIEW

Xiamen University (XMU), established in 1921 by renowned patriotic overseas Chinese leader Mr. Tan Kah Kee, is the first university founded by an overseas Chinese in the history of modern Chinese education. As one of the China’s leading research universities, XMU ranks 198th in Best Global Universities according to 2024-2025 Best Global Universities Rankings published by US News and World Report.

Xiamen University Malaysia (XMUM, Registration No. DULN009(B)) is an internationalized branch campus set up by Xiamen University. Being the first Chinese university branch campus in Malaysia, XMUM aspires to become a university with a distinct global outlook, featuring first-class teaching and research, and embracing cultural diversity. The university aims to nurture young talents with dignity and wisdom, turning them into fine citizens of the region who will contribute to the prosperity of the people and social progress of Malaysia, China and Southeast Asia.

Xiamen University Malaysia (XMUM) is now seeking highly motivated, committed and qualified individuals to join our diverse and dynamic university for the position of Administrative Staff.

ESSENTIAL REQUIREMENTS:

· Freh graduates with Master's or Bachelor qualifications are preferred;

· Applicants with Diploma / SPM qualifications are required to have at least THREE (3) years of related working experience in the relevant SCHOOL / CENTRE / OFFICE;

· Committed team player with excellent interpersonal skills, able to work independently Committed team player with excellent interpersonal skills, able to work independently in a fast-paced environment;

· Meticulous, positive attitude, hardworking and able to deliver assignments within a given timeline;

· Required skills: MS Office (Word, Excel, Powerpoint);

· Good command of written and verbal English, Bahasa Malaysia and/or Mandarin;

· Applicant must be willing to work in Jalan Sunsuria, Bandar Sunsuria, 43900 Sepang, Selangor Darul Ehsan, Malaysia.

ADMINISTRATIVE STAFF POSITIONS AVAILABLE:

1. ACADEMIC AFFAIRS OFFICE - EXECUTIVE / SENIOR EXECUTIVE

ROLE AND KEY RESPONSIBILITIES:

· Course arrangements such as set study plan and offer plan according to MQA approved programme structure.

· Examination arrangements such as assisting the Examination Centre in the coordination of examination schedule, appeal case, credit transfer and invigilation.

· Student arrangements such as checking student attendance, checking the credits required for students each semester, helping students who fail the course or with special circumstances to set personal study plans, checking the graduation of senior students and reminding them of the academic issues that need to be resolved before graduation.

· Daily administrative support such as cooperating with the Head or Programme Coordinator on administrative work, providing sound responses to enquiries from lecturers and students, maintaining academic files as required and cooperating with other departments.

· Performs other duties as assigned.

REQUIREMENTS:

· Fresh graduates with Bachelor’s Degrees.

· Candidates with a Master’s Degree (and above) are preferred.

· Candidates with working experience in the Academic Related Departments of University Level are encouraged to apply.

· Committed team player with excellent interpersonal skills, able to work independently in a fast-paced environment.

· Meticulous, positive attitude, hardworking and able to deliver assignments within a given timeline.

· Required skills: MS Office (World, Excel, PowerPoint)

2. ADMISSION OFFICE - EXECUTIVE / SENIOR EXECUTIVE

ROLE AND KEY RESPONSIBILITIES:

· Process applications, evaluate the admission credentials of applicants, determine the admission eligibility of these applicants.

· Issue offers letter packages to students.

· Key in the data of students and import the data into the system.

· Respond to inquiries of admissions and general enquiries from potential applicants, providing detailed responses to their inquiries about academic programmes, application process, fees & scholarships, campus environment & facilities etc.

· Maintain, compile and logically format the data of applicants.

· Prepare and organize students’ files according to the requirement of Malaysian Ministry of Education.

· Monitor, analyse and report on the applications to the university.

· Contribute information, feedback, and recommendations for policy making and strategy development.

· Assist in the visa application for students coming from China.

· Process the application for programme transfer, withdrawal from the University and EPF withdrawal.

· Undertake other duties given by the Management or anyone assigned by them.

REQUIREMENTS:

· Candidate must possess a Bachelor’s Degree.

· Possess a good command of English, Chinese (both spoken and written), Bahasa Malay

· Previous working experience in the relevant field is an added advantage.

· Knowledge of skills in using Computer software e.g. MS application.

· Has a strong sense of responsibility.

· Able to work with minimal supervision and to keep to deadlines.

· Meticulous, courteous, calm, focused and pro-active.

· Strong interpersonal and communication skills with the ability to communicate comfortably with students and parents in a friendly and professional manner.

· Effective and flexible team player.

· Willing to work beyond normal working hours.

3. HUMAN RESOURCE OFFICE (RECRUITMENT) - EXECUTIVE / SENIOR EXECUTIVE

ROLE AND KEY RESPONSIBILITIES:

a. Recruitment

· Responsible for sourcing applicants to meet the headcount requirements.

· Responsible for the arrangement of interviews, preparing new hire information for approval, administering employment letters to the successful applicant, ensuring their documents are in order and completing personal folders.

· Responsible for the orientation of new hires and completion of their intake forms.

b. Visa

· Responsible for compiling documents of expatriate staff and their dependents in applying for their support letter and administering the online application.

· Process applications, renewal, cancellation, and transfer of endorsement for all types of visa such as special pass, employment pass, dependent pass, long-term social visit pass and professional visit pass. 

c. Teaching Permit

· Responsible for ensuring the validity, teaching levels and fields of staff teaching permits.

· Responsible for the application, renewal or changes of staff teaching permits and administering their online application. 

d. Daily Operation

· Responsible for correctly inputting all required staff information in the Employee Management System.

· Responsible for updating HR-related statistics monthly and liaising with users from other functions.

· Good liaison with government agencies such as the Ministry of Higher Education, Immigration, and Expatriate Services Division to ensure a smooth recruitment process.

· Undertake any other duties and responsibilities assigned by the Superior and Company.

REQUIREMENTS:

· At least a Bachelor's/Master’s degree in Human Resource Management or related fields.

· Minimum 3 years of related working experience in the education industry.

· Experience in the full cycle of the recruitment process with sound knowledge of the interview process, visa process and teaching permit process.

· Good command of written and spoken English and Bahasa Malaysia.

· Good command of written and spoken Mandarin would be an added advantage.

· Committed team player with excellent interpersonal skills.

· Required skills: MS Office and Excel.

4. HUMAN RESOURCE OFFICE (PAYROLL & TRAINING) - EXECUTIVE / SENIOR EXECUTIVE

ROLE AND KEY RESPONSIBILITIES:

· Review and organize training plans? design and develop training programs for corporate? HR training and so on

· Prepare appropriate training methods per case? including simulations? mentoring? on the job training? professional development classes and so on

· Inform employees about available training opportunities to and provide necessary information

· Perform needs assessment on an entire organization level and identify skills or knowledge gaps that need to be addressed

· Implement accepted education principles and explore new training methods and techniques

· Develop educational aids and materials

· Review and analyse instructional effectiveness and prepare reports determining the impact of training on employee skills and how it affects KPIs

· Collaborate with internal stakeholders and liaise with matter experts regarding instructional design

· Manage curriculum database and training records

· Organize train-the-trainer sessions for internal subject matter experts

· Oversee in-house training facilities and equipment

· Assisting with end-to-end payroll processing and administration

· Resolving issues and answering payroll-related queries from employees.

· Maintains accurate and up-to-date human resource files, records, and documentation.

· Administration and submission of tax clearance for departing foreign employees.

REQUIREMENTS:

· Bachelor degree in Education? Training? HR or other related area

· 2+ years' experience of working on a Trainer? Training Facilitator or other relevant position

· Significant experience with learning management systems and web delivery tools

· Good experience of providing complete full training cycle? assessing needs? plan? develop? coordinate? monitor and evaluate

· Excellent knowledge of HRDC and Employment Working Visa procedure

· Close familiarity with traditional and modern job training methods and techniques

· Close familiarity with MS Office & HR2000

· Strong organizational skills with the ability to handle multiple assignments

· Good communication skills

· Well verse in payroll laws, regulations, and compliance requirements

5. IT OFFICE (RESEARCH & DEVELOPMENT) - ASSISTANT ENGINEER / ENGINEER

ROLE AND KEY RESPONSIBILITIES:

· Design and develop scalable and maintainable software solutions across diverse technology stacks.

· Manage system administration tasks, including server configuration, maintenance, and troubleshooting on Linux-based environments.

· Demonstrate proficiency in Linux Docker and containerization deployment technologies, ensuring efficient deployment and management of applications.

· Write clean, maintainable, and efficient code adhering to web standards.

· Perform system upgrades, installations, and backup operations management.

· Administer servers and IT infrastructure appliances, with a focus on Linux server environments.

· Maintain and update systems documentation and server inventory.

· Apply system patches and updates, ensuring the security and performance of systems.

· Handle software installation requests and licensing.

· Participate in all phases of the software development life cycle, including requirement gathering, analysis, design, development, testing, deployment, and maintenance.

· Support hardware troubleshooting and maintain computer systems and networks.

· Engage in research & development, design, development, testing, and maintenance of existing products and applications.

· Preparing online guides, checklist and procurement or assets documentations

· Supporting University events such as student recruitment or orientation etc.

· Learning and adopting new technology, to perform ad hoc functions as and when requires.

REQUIREMENTS:

· Proficiency in PHP, Java, Python, and other pertinent programming languages is considered an advantage.

· Familiarity with PHP frameworks (e.g., Laravel), Java EE, Spring Framework, and Python frameworks (e.g., Django, Flask).

· Expertise in web technologies, including HTML, HTML5, CSS3, JavaScript, and front-end frameworks (e.g., React, Angular, Vue.js).

· Proficiency in deploying and managing websites using a variety of Content Management Systems (CMS). This includes, but is not limited to, well-known systems like WordPress, Drupal, and Joomla to ensure versatility in handling different project requirements.

· Database management skills with MySQL, MariaDB, and MS SQL, and experience in database design and optimization.

· Willingness to adapt to new technologies and languages, with a focus on continuous learning.

· Proficiency in Docker and containerization technologies.

· Familiarity with Linux-based server environments.

· Keen interest and commitment to learning cloud technologies and low-code platforms.

· Experience with RESTful APIs, API integrations, and version control tools like GIT.

6. IT OFFICE (LEARNING TECHNOLOGY) - ASSISTANT ENGINEER / ENGINEER

ROLE AND KEY RESPONSIBILITIES:

· Attending to classroom and office facilities queries and supports. (Regular classroom checking and maintenance)

· Supporting Online Learning Services

· Computer hardware, software and application troubleshooting

· Support computer lab maintenance and application deployment.

· VOI/VDI server & Classroom Central Control software administration and maintenance.

· Supporting Learning Management Systems such as Moodle, My Media, MS Teams, Zoom, Skype etc.

· Handling teaching equipment and devices such as wireless microphones, iPads, pointers, Multimedia Card, Converter, visualizers etc.

· Microsoft 365 Administration - User accounts management, monitoring and maintaining Microsoft services and policy based on the organization's requirements.

· Basic knowledge of A/V equipment, computer/laptop hardware, and experience in proposing equipment replacement.

· Preparing online guides, checklist and procurement or assets documentations

· Supporting University events such as student recruitment or orientation etc.

· Learning and adopting new technology, to perform ad hoc functions as and when requires.

REQUIREMENTS:

· Candidate must possess at least a Bachelor’s Degree in engineering (Computer/ Telecommunication) or equivalent.

· Multiple positions are available. Fresh graduates preferably with 1-3 years (s) of hands-on experience specializing in IT/Computer –System, Programming, Database Admin or Data Centre equivalent troubleshooting experience, are encouraged to apply.

· Programming skills - .NET/Python/SQL or PHP, HTML/ CSS, Bootstrap, jQuery, and JavaScript will be an advantage.

· System - Experience in MySQL server optimization, Microsoft Azure, AWS, Alibaba Cloud, Google Cloud, GitHub, OpenStack etc.

· PowerShell command knowledge

· Web Development - familiar with web application environments, such as Drupal, WordPress, Laravel, and web deployment tools (Nginx, Apache, Lamp, Redis, OpenStack) is a plus.

7. INTERNATIONAL ACADEMIC EXCHANEGE CENTRE - FRONT DESK RECEPTIONIST

ROLE AND KEY RESPONSIBILITIES:

a. Guest Relations

· Greet and welcome guests upon arrival with a friendly and professional demeanour.

· Handle guest check-ins and check-outs efficiently and accurately.

· Address guest inquiries, requests, and complaints promptly, ensuring a positive guest experience.

· Provide guests with accurate information about the hotel’s facilities, services, and local attractions.

b. Operational Duties

· Maintain a clean and organized front desk area.

· Process guest payments and manage billing accurately.

· Ensure that guest records are updated and maintained properly in the hotel’s management system.

· Coordinate with housekeeping and other departments to fulfil guest requests.

c. Standards and Procedures

· Handle day-to-day tasks like receiving, scanning, filing, and photocopying documents.

· Ensure accurate record-keeping for procurement files.

· Coordinate invoice processing and payments with the finance office.

d. Team Collaboration

· Work closely with other hotel staff to ensure smooth operations.

· Assist colleagues during busy periods and provide training to new front desk staff as needed.

· Maintain a positive working relationship with all IAEC departments.

e. Personal Development

· Participate in ongoing training programs to enhance skills and knowledge.

· Stay updated on industry trends and best practices.

REQUIREMENTS:

· Diploma or equivalent. A diploma or degree in hospitality management is a plus.

· Previous experience in a customer service role, preferably in the hospitality industry.

· Skills:

· Excellent communication and interpersonal skills.

· Strong problem-solving abilities.

· Proficient in using hotel management software and basic financial transactions.

· Ability to multitask and remain calm under pressure.

· Ability to work flexible hours, including weekends and public holidays

· Proficiency in English; proficiency in Mandarin is an advantage; knowledge of additional languages is an asset;

· A friendly and professional demeanour with a positive attitude towards teamwork.

· Proficiency in English; proficiency in Mandarin is an advantage; knowledge of additional languages is an asset;

· A friendly and professional demeanour with a positive attitude towards teamwork.

8. INTERNATIONAL ACADEMIC EXCHANEGE CENTRE – HOUSEKEEPING EXECUTIVE

ROLE AND KEY RESPONSIBILITIES:

a. Housekeeping Operations

· Supervise and coordinate the daily activities of the housekeeping department.

· Ensure all guest rooms, public areas, and back-of-house areas are cleaned and maintained according to hotel standards.

· Manage the cleaning schedule and assign tasks to housekeeping staff.

b. Quality Control

· Conduct regular inspections of guest rooms, public areas, and back-of-house areas.

· Ensure cleanliness and maintenance standards are met consistently.

· Address any issues or discrepancies promptly and implement corrective actions.

c. Staff Management

· Oversee the training and supervision of housekeeping staff.

· Provide ongoing training and development to ensure staff adhere to hotel standards and procedures.

· Monitor staff performance and conduct performance evaluations.

d. Coordination with Outsourced Services (if applicable)

· Act as the liaison between the hotel and any outsourced housekeeping service providers.

· Monitor and evaluate the quality of services provided by external companies.

· Ensure that outsourced staff meet the hotel's standards and procedures.

e. Inventory and Supplies

· Manage inventory levels of cleaning supplies, linens, and other housekeeping materials.

· Ensure proper handling and storage of supplies.

· Place orders and maintain records of inventory usage and costs.

f. Guest Relations

· Address guest complaints and requests related to housekeeping services.

· Ensure that guest needs and preferences are communicated to the housekeeping team and addressed promptly.

g. Administrative Duties

· Handle administrative tasks related to housekeeping operations, including maintaining records, preparing reports, and managing budgets.

· Coordinate with other hotel departments to address housekeeping-related needs.

h. Safety and Compliance

· Ensure that all housekeeping operations comply with health and safety regulations.

· Maintain accurate records of safety checks and incident reports.

i. Communication and Coordination

· Maintain effective communication with housekeeping staff, other hotel departments, and external service providers (if any).

· Coordinate with other departments to ensure smooth operation and address any issues impacting housekeeping services.

REQUIREMENTS:

· Understanding of housekeeping operations, cleaning standards, and best practices.

· Knowledge of cleaning chemicals, equipment, and procedures.

· Strong organizational and management skills.

· Ability to effectively coordinate and supervise both in-house and outsourced services (if applicable).

· Excellent communication and interpersonal skills.

· Ability to handle guest complaints and provide solutions.

· Proficiency in handling administrative tasks and maintaining documentation.

· Ability to prepare and analyse performance reports.

· A diploma or degree in Hotel Management or a related field is preferred, or equivalent work experience.

· At least 3 years of experience in a housekeeping management role or related field, with experience in both in-house and outsourced service coordination preferred.

· Strong problem-solving and decision-making abilities.

· Ability to work effectively under pressure and manage multiple tasks.

· Proficiency in using hotel management software and tools.

· Proficiency in English; proficiency in Mandarin is an advantage; knowledge of additional languages is an asset.

9. LIBRARY - ASSISTANT LIBRARIAN / LIBRARIAN

ROLE AND KEY RESPONSIBILITIES:

a. Turnitin Support

· Supporting Turnitin application functionalities and problem-solving.

· Managing Turnitin user account creation for lecturers and communicating with lecturers for Turnitin class expiration by semester.

· User reports capturing, reviewing and communicating to users to avoid duplicate user account creation in Turnitin.

· Daily checking on users’ email in multiple mailboxes (Turnitin and Library) and AskA requests.

b. Library Service Support

· Supporting Library services, such as assistance in searching for library catalogues or locating course reserves E-Resource via a secured network, search for literature, papers, book borrowing or returning arrangement, book shelving, organizing materials, book movement and Library system update (Koha).

· Providing user training or guiding campus users on using campus applications, such as Turnitin, Moodle, AskA, Campus Email and Campus ID password reset.

· Supporting Library ad hoc functions, as and when required.

REQUIREMENTS:

· Relevant Diploma or Bachelor's with relevant experience or combination of relevant knowledge and training.

· At least Credit in a few subjects including Bahasa Malay, English and Mathematics in Sijil Pelajaran Malaysia (SPM).

· Ability to advise Library procedures, guidelines and process or experience in Turnitin, is an added advantage.

· Required skills: Excellent communication, both verbal and written with good interpersonal skills.

10. OPERATION AND MAINTENANCE OFFICE - AIR CONDITION TECHNICIAN

ROLE AND KEY RESPONSIBILITIES:

· Require to keep up of preventive and corrective maintenance records, as well as other related records.

· Able to diagnose and perform normal trouble shooting and check wiring connection, gas leaking, compressor malfunction, condenser issues or machinery abnormal conditions.

· Able to identify normal machinery normal pressure/temperature/ voltage and ampere during operation.

· Carry preventive inspection and maintenance request repairing task daily.

· Carry simple monthly servicing and be able to install small AC split units if needed.

· Performed light plumbing and electrical work as required.

· Assist in monitoring work done by outsource contractors.

· Carry out other related assignments given by the management.

REQUIREMENTS:

· Require to keep up of preventive and corrective maintenance records, as well as other related records.

· Able to diagnose and perform normal trouble shooting and check wiring connection, gas leaking, compressor malfunction, condenser issues or machinery abnormal conditions.

· Able to identify normal machinery normal pressure/temperature/ voltage and ampere during operation.

· Carry preventive inspection and maintenance request repairing task daily.

· Carry simple monthly servicing and be able to install small AC split units if needed.

· Performed light plumbing and electrical work as required.

· Assist in monitoring work done by outsource contractors.

· Carry out other related assignments given by the management.

11. OPERATION AND MAINTENANCE OFFICE - PLUMBER

ROLE AND KEY RESPONSIBILITIES:

· Repair general building facilities (repair works including plumbing, sanitary system, carpentry, painting work, waterproofing and other general building maintenance work).

· Handle maintenance activities such as inspection and repairing related to building and fixed installation jobs under the supervisor’s supervision.

· Conduct daily rounds and to recognize system and equipment deficiencies and take timely corrective action as requested.

· Inspection, repairing and documenting the status of building defects reported.

· Develop and recommend improvements of facilities, systems and standard operating procedures to improve efficiency in site.

· Attend to all complaints and solve it on time.

· Perform daily routine checking /scheduled inspections.

· Ensuring of proper filing of the Preventive Maintenance records, and checklists.

· To report on the maintenance works status to the superior.

· Perform preventive maintenance according to property schedule and needs.

· Perform any other job-related duties as assigned.

· Involve in certain campus facility upgrading jobs.

· Support the student room defect rectification work during the room handing over process example furniture, wall painting and plumbing system.

· Prepare monthly reports for workers attendance, Aska maintenance reports and daily work reports.

· Monitoring contractor performing renovation work and compiling report on those tasks.

· Making a safety report if the place is not safe.

REQUIREMENTS:

· Minimum three (3) years of related working experience in the plumbing sector;

· Candidate who passes S.P.M & other certification related subject will be the added advantage;

· Good command of written and spoken English and Bahasa Malaysia will be the added advantage.

· Required language(s): Bahasa Malaysia, English. Being able to communicate in Chinese is an added advantage.

· Computer literacy will be the added advantage;

· Self-motivated and able to work independently with minimal supervision

· Candidate must possess own transport.

· Applicant must be willing to work in Jalan Sun Suria, Bandar Sun Suria, 43900 Sepang, Selangor D.E.

· Rotational shift.

· Able to perform hands on tasks.

12. OPERATION AND MAINTENANCE OFFICE – SAFET AND HEALTH OFFICER

ROLE AND KEY RESPONSIBILITIES:

· Assist in the application of OHS procedures

· Help manage risks and hazards in their area

· Report and investigate incidents, injuries and hazards and implement agreed control measures

· Liaise with the Head of the academic/administrative unit, OH&S and other safety personnel

· Review and analyse injury and incident reports and data

· Develop injury and incident prevention strategies for their area

· Monitor local area compliance with OHS policy and procedures

· Audit local area OHS compliance about risk, emergency and hazardous waste management

· Help promote OHS awareness.

· Attend to DOSH, DOE and BOMBA.

· Ensure information in myKKP, myPremis, eSWIS, or any relevant government portal is up-to-date and accurate.

· License or renewal for any documents related to JKKP must be conducted on time.

· In charge of the Emergency Response Team (ERT), Safety and Health Committee and any other team related to safety and health.

· Implement and monitor the Quality Management System and Occupational

· Safety & Health Management System through liaison with divisional and department and assist in the same at the project site.

· To carry out the Safety & Health Compliance Audit at project sites according to the Audit Plan.

· To coordinate and carry out the Safety & Health Inspections at project sites.

· To assist in establishing the Safety & Health Procedures, Instruction and for project sites

· To coordinate, collate information and prepare required reports for Management Review involving the project site.

· To organize the SH Committee meeting at sites and prepare the necessary arrangements.

· To coordinate and ensure the In-house Emergency Response Team at sites is ever prepared to handle any emergencies by conducting training, and drills and ensuring actions taken to improve.

· Monitor and ensure contractors are aware, understand and comply with the

· safety & health requirements at sites.

· To investigate incidents, execute the preparation of an investigation report.

· Follow up on the implementation of the action plan.

· To collate Safety & Health-related information, compile, and analyse the data and propose improvement actions.

· To report the Safety & Health performance at project sites

· To provide input for continuous improvement of the Safety & Health Management System

· Assist in the preparation of safety & health-related reports and minutes of meetings.

· To carry out other duties relating to XMUM, assigned from time to time.

REQUIREMENTS:

· Possess Certificate of Attendance of Safety & Health Officer / Coordinator Courses with at least 2 years of related working experience.

· Preferable – degree holder in OSHA.

· Degree holder in other related fields may be entertained (e.g., Business administration, communication, project management, ESG or other equivalent) – provided able to take up this entire new challenge.

· Communication skill in English, Bahasa Malaysia & Mandarin.

· Ability to work independently, self-motivated, proactive, multitasking, good interpersonal & interaction skills etc.

13. PROCUREMENT AND ASSET MANAGEMENT OFFICE (ASSET MANAGEMENT) - EXECUTIVE

ROLE AND KEY RESPONSIBILITIES:

a. Asset Registration & Tracking

· Maintain accurate records of fixed assets, low-value durable items, consumables, and materials, including registration, labelling, and timely updates in the asset management system.

· Ensure all newly acquired or recognized assets are recorded within the correct accounting period, using standardized naming to avoid duplication or misclassification.

· Identify and record all relevant assets, including non-standard items such as supplier advances.

· Conduct regular reviews and reconciliations to ensure asset records are accurate, complete, and compliant with internal policies.

· Coordinate with Finance and ensure consistency of asset records across all departments.

b. Asset Allocation & Coordination

· Manage asset allocation and internal movement based on departmental requests and operational needs.

· Coordinate with relevant departments for asset usage, transfer, and reallocation.

· Manage asset maintenance and repair schedules, identify issues, and coordinate with internal users, operations teams (e.g., IT, maintenance), and external suppliers to ensure timely resolution.

c. Asset Disposal & Write-Off

· Process asset disposal and write-off requests in compliance with XMUM’s asset disposal policy and audit requirements.

d. Asset Audit & Reconciliation

· Assist in conducting periodic asset verification, physical checks, and reconciliation exercises.

· Support internal and external audits related to asset management.

e. Support for Procurement & Asset Acceptance

· Collaborate with the Procurement team and end-users during goods receipt and acceptance to ensure proper documentation and tagging of newly acquired assets.

f. Warehouse Inventory Control

· Oversee stock level of consumables and critical items in the warehouse to ensure availability while avoiding overstocking.

· Assist in reviewing inventory movement, stocktaking, and reporting on inventory discrepancies or impairments.

g. Office Resource Management

· Manage allocation and maintenance of furniture and fixtures in faculty and staff offices.

· Assist in coordinating office moves and renovations related to asset use.

· Coordinate the check-in and check-out procedures for academic staff offices, ensuring proper handover and documentation of office assets.

h. Campus Printer Management

· Oversee the distribution, maintenance, and usage monitoring of campus printers and photocopiers.

· Coordinate with service providers for troubleshooting and consumables replenishment.

i. Reporting & Documentation

· Prepare regular reports related to asset status, usage, performance, and audit follow-up.

· Maintain proper documentation and filing of all asset-related transactions.

j. Asset Management Operation

· Handle event inquiries and provide logistical and administrative support for event coordination and execution.

k. General Support Duties

· Liaise with departments to provide guidance on asset-related policies.

· Perform other duties as assigned by supervisors in support of XMUM operations.

REQUIREMENTS:

· Diploma or Bachelor’s degree in Business Administration, Logistics, Asset Management, or related fields.

· Proficiency in Microsoft Excel (including formulas, pivot tables, and basic data analysis tools).

· Good command of written and spoken English; ability to communicate effectively across departments.

· Strong organizational and documentation skills, with attention to detail.

· Responsible, proactive, and able to work independently as well as in a team.

· Experience in asset or inventory management is an added advantage.

· Fresh Graduates are welcome to apply

14. PROCUREMENT AND ASSET MANAGEMENT OFFICE (PROCUREMENT MANAGEMENT) - EXECUTIVE

ROLE AND KEY RESPONSIBILITIES:

a. Key Responsibilities:

· Manage procurement requisition from all departments on purchase of goods/services/projects (e.g., office supplies, equipment, furniture, cleaning services).

· Source and purchase goods/services/projects required by the university.

· Compare supplier offers to ensure cost-effective and quality purchases.

· Process purchase orders/contracts and ensure timely delivery of goods.

b. Supplier Relations:

· Maintain relationships with suppliers, ensuring the best terms for the university.

· Coordinate with local and international suppliers as needed.

c. Documentation & Administration:

· Handle day-to-day tasks like receiving, scanning, filing, and photocopying documents.

· Ensure accurate record-keeping for procurement files.

· Coordinate invoice processing and payments with the finance office.

d. General Support:

· Assist in preparing reports on procurement activities.

· Liaise with internal departments to meet their purchasing needs.

· Other duties assigned from time to time.

REQUIREMENTS:

· Bachelor’s degree in Business, Supply Chain, or related field.

· Proficient in English; knowledge of Mandarin is an advantage for supplier communications.

· 1-2 years of experience in procurement or related roles.

· Basic office software (e.g., MS Office).

· Good communication and organizational skills

15. RESEARCH AND POSTGRADUATE CENTRE – EXECUTIVE / SENIOR EXECUTIVE

ROLE AND KEY RESPONSIBILITIES:

· Mainly responsible for MyRA, CoE / HICoE, KKP and verification of research appraisal

· Performs emergent university research-related tasks, such as research collaborations, seminar/workshop/briefing organizations, international scientific conference collaborations and coordination, etc;

· Performs day-to-day duty assigned by the Director.

REQUIREMENTS:

· Applicant must be well-versed in matters about Malaysia Research Assessment (MyRA);

· Committed team player with excellent interpersonal skills, able to work independently in a fast-paced environment;

· Meticulous, positive attitude, hardworking and able to deliver assignments within given timeline;

· Required skill(s): MS Office (Word, Excel, PowerPoint);

· Good command of written and verbal English and Bahasa Malaysia;

· Working experience in research management offices;

· Experience in matters about the Rating System for Malaysian Higher Education Institutions (SETARA);  

· Good command of written and verbal Mandarin;

· Experience in handling Malaysian government grants;

· Experience in setting up the Center of Excellence (CoE) and handling the Higher Institution Center of Excellence (HICoE) as well as the Research Excellence Consortium (KKP) Fund.

· Experience in dealing with postgraduate administrative matters.

16. STUDENT AFFAIRS OFFICE (INTERNATIONAL STUDENT AFFAIRS EXECUTIVE) – EXECUTIVE

ROLE AND KEY RESPONSIBILITIES:

· Manage international student affair matters.

· Planning, counselling and assisting students with visa and passport related matters.

· Liaising with the Immigration Department, Education Malaysia Global Services (EMGS), KLIA, Embassies and other related department.

· Managing International student arrival.

REQUIREMENTS:

· Certificate / Diploma / Degree qualification in any discipline

· Computer literate with proficiency in Ms Office Applications

· Language required: English and Bahasa Malaysia

· Able to work independently with minimum supervision

17. STUDENT AFFAIRS OFFICE (STUDENT ACCOMMODATION) – EXECUTIVE

ROLE AND KEY RESPONSIBILITIES:

· To handle inquiries bookings, check-in, check-out, or other related matters regarding the University accommodation.

· To handle and approve room changes according to detailed review.

· To ensure the accommodation and facilities are regularly cleaned and maintained.

· To manage an active and collaborative relationship with all residents at all times.

· To review and revise the accommodation terms and conditions regularly.

· Perform regular or random spot-check to ensure the students have complied with the accommodation terms and conditions.

· To resolve residents’ feedback regarding accommodation.

· To plan for the room availability of the student accommodation according to the growth of the student population.

· Manage homestay or out-of-campus accommodation issues (where necessary).

· Arrange the assistant warden's working schedule.

· Perform other related duties as assigned to ensure the efficient and effective functioning of the work unit.

REQUIREMENTS:

· Bachelor's Degree or above in any field or equivalent.

· Minimum 1 year of relevant working experience in Accommodation Management will be an added advantage. Fresh graduates are welcome to apply.

· Be meticulous, committed, proactive and willing to take ownership of assigned tasks.

· Excellent interpersonal and effective communication skills.

· Proficient in English, Bahasa Malaysia and Mandarin languages.

· Good at using Microsoft Word, Excel, PowerPoint and Google-related facilities.

18. STUDENT AFFAIRS OFFICE (STUDENT EXTRA CURRICULAR ACTIVITIES) – EXECUTIVE

ROLE AND KEY RESPONSIBILITIES:

· Design and implement extra-curricular activities tailored to the needs and interests of international students.

· Collaborate with international students’ community, clubs and societies, student leaders, and university departments to promote inclusivity and multicultural understanding.

· Organize orientation and integration activities to help international students transition smoothly into campus life.

· Encourage international student involvement in university-wide events and leadership programs.

· Coordinate pre-arrival communication and onboarding information for new international students.

· Assist in planning and executing international student arrival services (e.g., explanation of insurance application usage, campus tours, welcome kits).

· Serve as a key liaison between international students and relevant departments (e.g., Admissions, Student Affairs, Academic Affairs).

· Provide first-level support and referral for international students facing academic, personal, or adjustment challenges.

· Conduct regular check-ins and feedback sessions to assess the wellbeing of international students.

· Work closely with the International Student Affairs Office, Counselling centre to ensure a holistic support system.

· Maintain proper documentation and records related to student engagement and welfare cases.

· Prepare reports and proposals on international student engagement for departmental reviews.

· Support departmental events and perform other duties as assigned by the Head of Department.

REQUIREMENTS:

· Bachelor’s degree in Education, International Relations, Psychology, Communications or related fields.

· At least 1–2 years of experience in student affairs, international student support, or youth engagement preferred.

· Strong cross-cultural communication skills and a passion for working with students from diverse backgrounds.

· Fluent in English; proficiency in other languages (widely spoken languages among international students) is an added advantage.

· Strong event management, organizational, and interpersonal skills.

· Willingness to work flexible hours, including occasional weekends or evenings for events.

19. STUDENT AFFAIRS OFFICE – COUNSELLING LEAD / SENIOR COUNSELOR

ROLE AND KEY RESPONSIBILITIES:

a. Strategic Leadership and Oversight of Counselling Services

· Lead the development, implementation, and evaluation of counselling services aligned with the university’s mission and student well-being objectives.

· Supervise and mentor a team of counsellors, interns, or mental health professionals, ensuring high standards of practice and ethical conduct.

· Establish and maintain policies, procedures, and protocols for counselling services, confidentiality, crisis response, and student referrals.

· Monitor service delivery effectiveness and provide regular reports and recommendations to university management.

b. Provision of Counselling and Psychological Support

· Provide advanced-level individual and group counselling to support students’ mental health, emotional well-being, and academic success.

· Manage complex or high-risk cases, including students experiencing trauma, suicidal ideation, or behavioural challenges.

· Maintain comprehensive, confidential case documentation and ensure data protection compliance.

c. Capacity Building and Outreach

· Design and deliver proactive mental health programs, life skills workshops, and psychoeducational seminars for students and staff.

· Foster mental health awareness across campus through campaigns, collaborations, and training initiatives.

· Provide guidance and consultation to academic and administrative staff on student mental health matters and referral procedures.

d. Crisis Management and Risk Mitigation

· Lead the university’s mental health crisis response efforts, including the assessment and management of high-risk cases.

· Serve as the primary point of contact during mental health emergencies in coordination with internal stakeholders and external agencies.

· Contribute to the university’s overall risk management strategy through early intervention and post-crisis support plans.

REQUIREMENTS:

· A Master’s Degree in Counselling, Clinical Psychology, or a related field (preferred), with a Bachelor’s Degree as a minimum requirement.

· Must be a Registered or Licensed Counsellor with Lembaga Kaunselor Malaysia.

· At least 5 years of relevant counselling experience, preferably in a higher education setting, with demonstrated leadership or supervisory responsibilities.

· Excellent communication and interpersonal skills in English.

· Proven ability to lead teams, manage complex cases, and build partnerships across university departments.

· Strong knowledge of counselling ethics, mental health trends, and crisis intervention practices.

· Able to work outside of regular office hours when required, especially during emergency situations.

20. STUDENT AFFAIRS OFFICE – COUNSELLOR

ROLE AND KEY RESPONSIBILITIES:

a. Provision of Counselling Services to Students

· Provide individual and group counselling sessions to support students' mental health and overall well-being.

· Maintain a confidential, supportive, and non-judgmental environment for students seeking help.

· Assess student concerns and offer appropriate emotional support and guidance.

· Keep accurate, up-to-date, and confidential case notes in accordance with professional standards.

· Provide relevant information and resources tailored to individual student needs.

· Refer students to appropriate internal or external services when necessary.

b. Development and Delivery of Mental Health Education & Training

· Design and conduct workshops, seminars, and psychoeducational programs to promote mental health awareness and resilience among students.

· Support students in building life skills, stress management, and emotional coping strategies.

c. Crisis Intervention and Risk Management

· Identify at-risk students (e.g., those exhibiting behavioural concerns, self-harm tendencies, suicidal ideation, or posing risk to others) and intervene appropriately.

· Assist in crisis intervention and emergency response efforts in collaboration with relevant university departments.

d. Student Support and Outreach

· Address and respond to student issues through consultation, follow-up, and provision of relevant support resources.

· Contribute to a campus-wide culture of mental health awareness through outreach initiatives and campaigns.

 REQUIREMENTS:

· Minimum of a Bachelor’s Degree in Counselling or a related field.

· Must be a Registered or Licensed Counsellor with Lembaga Kaunselor Malaysia.

· Excellent communication skills, both written and verbal, in English.

· Strong interpersonal skills, empathy, and a passion for student development.

· Ability to work independently and as part of a multidisciplinary team.

· Able to work outside of regular office hours when required, especially during emergency situations.

21. STUDENT AFFAIRS OFFICE (CHINA) (CONTENT, MEDIA & COMMUNICATIONS) – EXECUTIVE

ROLE AND KEY RESPONSIBILITIES:

· Generate creative story ideas and contribute to content planning.

· Write news reports and in-depth articles (e.g. campus news, student/staff profiles, features) in English and/or Chinese. Proficiency in both languages is required for interviews and communication purposes, but strong writing skills in at least one language are acceptable.

· Draft and localize social media captions, headlines, and short-form copy.

· Translate and trans create content between English and Chinese.

· Edit and proofread texts submitted by faculties, departments and student writers.

· Take photos for news and content use.

· Maintain and update communication materials such as press kits, photo library and university factsheets.

· Track social media performance and suggest improvements.

· Manage and guide the student reporters’ team.

· Liaise with academic and administrative units for content coordination.

· Perform other related tasks as assigned.

REQUIREMENTS:

· Bachelor's degree in Journalism, Chinese Studies, Communication, or related fields

· Fluency in spoken English and Chinese is mandatory

· Excellent writing and editing skills in both English and Chinese (preferred), or at least one

· Strong news sense and interest in campus storytelling

· Comfortable conducting interviews and writing in-depth pieces

· Able to take photos for editorial use

· Proactive, detail-oriented, and creative

· Familiar with social media tone and trends

· Willing to occasionally work on events during evenings or weekends

· Experience in editorial or communication roles is preferred

22. STUDENT RECRUITMENT OFFICE - EXECUTIVE / SENIOR EXECUTIVE

ROLE AND KEY RESPONSIBILITIES:

· To achieve the target number of student recruitment set by the management.

· To work closely with external partners, particularly schools, to oversee the development of appropriate relationships and partnerships with stakeholder and feeder institutions.

· To handle direct enquiries such as walk-in, call-in, etc.

· To conduct school talk and to organize campus visit

· To represent and promote university at domestic exhibitions and marketing activities for recruitment and public awareness and provide post-event market analysis.

· To perform daily tasks such as telemarketing, follow-up call and cold-calling

· To collaborate and liaise with agents to achieve the regional target set by the management for local student recruitment

· To undertake such duties as may reasonably be requested and that are commensurate with the nature and grade of the post

HOW TO APPLY:

· Applicants are invited to submit a digital application packet to: [email protected]

· The subject line of your email must include: your NAME, the name of SCHOOL /CENTRE / OFFICE and the POSITION for which you are applying for.

· All application packets must include the following attachments:

i. Your detailed and current CV;

ii.  Evidence of academic qualifications: Bachelor, Master and PhD Certificates; Bachelor, Master and PhD Transcripts including SPM / UEC Certificate;

Note:

· We thank all applicants for their expressed interest. However, ONLY shortlisted applicants will be notified.

· This posting will remain open until filled.