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.