Core Responsibilities

Maintaining Records

• Organizing and maintaining physical and digital records, which may include preparing, issuing and filing company documentation
• Personnel Data Management in the databases
• Recording and processing confidential information

Document Preparation

• Prepare documents, like employment contracts, MOUs, NDAs, employee bonds, new hire guides, and others as directed
• Process requests of letters for staff including confirmation of employment; confirmation of address/residence/police clearance, visa applications, medical certificate requests and so on.
• Review, revise, and update company policies

Recruitment

Assisting your supervisor/managers/directors with the complete hiring process like

• New Employee Requisition Verification
• Job Description Creation/Update/Circulation

Hiring process

Employee Onboarding-Offboarding

Onboarding

• Develop training and onboarding material
• Processing new hires
• Coordinating logistics for new hire orientations
• Following up with new hires periodically

Off boarding

Personnel Office Assets

Issuing and maintaining records of Personnel Office Assets both reusable and no reusable

• Reusable: Mobile phone, sim card, laptops
• Non reusable: uniform, visiting cards, IDs

Employee Attendance and Leave

• Verifying and updating employee attendance, time sheets and leaves.
• Ensuring the software is updated and working effectively.
• Processing the lunch allowance according to the attendance and requirements.

Banking and SSF

• Provide banking support for staff (new accounts creation, setting up internet/mobile banking)
• Create and update banking related FAQ sheets for staff and share with staff regularly (bank benefits/updates)
• Provide administrative support for new hire SSF registration and end
• Create and update SSF related FAQ sheets for staff and share with staff regularly

Insurances

• Explain and provide information on all insurance plans as required (SSF/Travel)
• Set up effective and efficient systems to organize and administrate all staff insurance claims
• Liaise with medical insurance provider to register new staff, leavers and processing of claims
• Follow up the broker or relevant hospital on claims which are not processed within agreed timelines

Answer employees queries about HR-related issues

• Establish active employee communication systems for all departments.
• Create and Circulate notices, updates and information in a timely manner.
• Carry out the periodic notices like Birthday wishes, and others as assigned.

Reports and presentations

Create regular presentations and reports on HR metrics, such as turnover rates, retention rates, and more.

Take an active part in HR projects, such as employee engagement programs, recruitments rounds, training sessions and more.

• Setting up meetings, programs and events
• Creating staff handbooks and newsletters
• Developing programmes that enhance employee relations

Help establish performance management, improvement, and training programs and systems.

• Create training materials and assist as needed.

Day-to-day work

• Manage data in spreadsheets and reports
• Keep records and reports up to date
• Drafts reports and correspondence.
• Coordinate/Attends meetings and takes meeting notes.
• Liaises with internal and external units to carry out job tasks.
• Supervise other staff and delegate responsibilities
• Carry out clerical duties, including answering phones and preparing documents
• Perform administrative tasks across a range of HR areas
• Support management team where required