Job Title
Executive, HC Shared Services
Reports To
Manager, HC Shared Services
Role Purpose
This position is accountable to execute, support and facilitate the end-to-end administration and governance of employee related processes by diligently adhering to company policies, procedures, and statutory mandates to ensure sound governance is always uphold and to ensure the accuracy and confidentiality of employee's database. This role is also required to actively engage in process improvement and innovation at workplace to continuously improve the service delivery and employee experience.
Key Accountability
- Protect employee data confidentiality, centralize it, and maintain accuracy throughout the employee lifecycle by preparing and providing necessary documents for internal and external use.
- Operate HC Platform (Service Now, HRCC Mailbox, HREA Mailbox) - responsible in monitoring and managing employees' inquiries or grievances and ensure timely respond are provided to employees.
- Validate and approved the employee ID and manage the request for security clearances and Airport Pass creation via AVSEC system for MAG employees.
- Assist with GHC's accounting support requests by accurately entering Purchase Orders, Purchase Requisitions, and Goods Receipt data into the SAP platform.
- Be the Subject Matter Experts (SMEs) and keep up to date on current GHC Corporate Policy and relevant statutory bodies' policies to provide a valuable insight to process owners and actively involved process improvement leveraging on automation and digitalisation.
- Ensure accurate and complete employee data is maintained throughout the employee lifecycle.
- Regularly update and verify data to preserve its integrity, enabling precise analysis to support decision-making in areas such as manpower planning, resource management, performance management, learning and development, disciplinary actions, and salary adjustments.
- Engage in end-to-end processes of employee welfare and act as point of contact with regards to internal and external employee queries and ensuring cases are attended on timely manner.
- Monitor the agreed SLA with stakeholders and act as the custodian of document and database to comply with the regulatory and legal requirement.
- Maintain the systems and processes for the administration of job creation, job evaluation result and change in an organizational structure design by ensuring the data is timely and accurately managed.
- Support the collaboration with vendor and Immigration Department of Malaysia to ensure that foreign workers are legally allowed to work in Malaysia and the Company.
- Collaborate with external key stakeholders such as the regulatory bodies (EPF, SOCSO, LHDN) to gain latest insights and best practices with regards to managing employee's life cycle lawfully and diligently.
- Process Settlement Agreement with the employee and vendor to ensure proper process and tracking is manage timely and accurately.
Qualifications & Working Experience
Diploma or Degree in Business Administration or other fields related to Human Resource, Finance, Communication, etc. with minimum 1 year of working experience in HC administrative support.
Personality Traits
- Positive work attitude.
- Details oriented.
- Customer oriented with strong management and conflict resolution skills.
- Ability to manage external stakeholders (i.e. EPF, SOCSO, LHDN).
- Able to multitask and manage data from multiple resources.
- Familiar with HR System and intermediate knowledge in Microsoft 365.
- Excellent communication skills and interpersonal strong people skills.
