Senior Administrative Executive, Finance and Administration

Job Description 

The Finance and Administrative Senior Executive is responsible for the operations of the general ledger and accounts payable. He/she is responsible for the preparation of various financial reports, supports the accounts payable functions and ensures compliance with the University's policies, statutory requirements and approved accounting standards.

This post reports to the Finance Manager – Finance and Administration.

The role will be based at the University's campus in Putrajaya, the administrative capital of Malaysia.

Key Duties and Responsibilities  

Account Payables:

• Support accounts payable, payment and resolve related matters.
• Perform monthly reconciliation of sub-ledger to general ledger, resolve any discrepancies.
• Review of vendors ageing, bank reconciliation (Account Payable portion). 
• Perform audit of staff claims, address users queries, and work with ERP technical support team to resolve issues.
• Manage students and staff advances and ensure timely claim submission. 
• Manage the corporate purchasing card transactions, ensure payments are made within due dates.
• Coordinate bank administrative matters and respond to bank payment queries. 
• E-invoice submission to Inland Revenue Malaysia for self-billing.

Fixed Assets:

• Responsible for recording and maintaining accuracy of Fixed Assets records, including assets additions and other movements.
• Perform monthly sub-ledger to general ledger reconciliations.
• Conduct physical fixed asset count and audit in collaboration with relevant stakeholders on a half yearly basis.

General ledger:

• Prepare, review and post journals for payable related accruals and adjustments.
• Prepare monthly reconciliation schedules for analysis, audit and tax purposes.
• Participate in the annual corporate tax, audit and other statutory submission activities.

Reporting:

• Preparation of monthly departmental and research project reports. 
• Perform account analysis and process the necessary approved adjustments.
• Forecast of weekly cash outflow. 
• To carry out any other duties as requested by the managers.

All HWUM staff endeavours will embody our shared values of: Inspire, Collaborate, Belong, and Celebrate. 

Please note that this job description is not exhaustive, and the role holder may be required to undertake other relevant duties commensurate with the grading of the post and its general responsibilities. Activities may be subject to amendment over time as the role develops and/or priorities and requirements evolve.  

Person Specification

This section details the attributes e.g. skills, knowledge/qualifications and competencies which are required in order to undertake the full remit of the role.   

Attributes  Essential  Desirable  Means of Assessment 

Education & Qualifications 

 

Minimum Diploma or degree or equivalent in finance or accounting related field of studies. Accounting qualification. Certificates.

Experience 

 

Minimum one (1) year of working experience in related field as Senior Executive; or

Minimum three (3) years of working experience as Executive and above or similar capacity.

  Application form and interview

Competencies, Skills & Knowledge 

 

Meticulours and attend to details

Able to exercise critical thinking and propose recommendation

Self-motivated with high degree of commitment to meet deadlines and objectives

Proficient in Microsoft Office applications in MS Excel, MS Word and Powerpoint. 

Experience with an ERP system is an added advantage.

Excellent written and verbal communication skills in English.

Able to communicate with all levels

Application form and interview  Special Factors (if applicable)       

Essential Criteria – these are attributes without which a candidate would not be able to undertake the full remit of the role.  Applicants who do not clearly demonstrate in their application that they possess the essential requirements will normally be eliminated at the short-listing stage.  

Desirable Criteria – these are attributes which would be useful for the candidate to hold.  When shortlisting, these criteria will be considered when more than one applicant meets the essential criteria.   

Other Relevant Information  

We aim to hold interviews at the Malaysia Campus in Putrajaya on the week of <Date>. 

For more information about Malaysia Campus, please visit http://www.hw.edu.my.  

For information about Purpose-Driven Education, please see our website: https://www.hw.ac.uk/malaysia/about/purpose-driven-education.htm 

Application Process

Applications should be submitted to Careers system.   

Applications must be submitted by 29 July 2025.  If you are not contacted by the selection committee by 15 August 2025 then please assume that on this occasion your application has been unsuccessful. 

The University is committed to equality of opportunity.