Deputy Manager Workforce Management, People Capability & Shared Services

EPF Malaysia; Petaling Jaya; On-site; MYR 80,000 - 120,000; Full time

Job summary

A government financial institution is seeking a skilled HR Manager to oversee workforce management and financial operations. The role requires a Malaysian citizen with a Bachelor's degree in HR or a related field, and at least 8 years of relevant experience, including 3 years in a supervisory role. The successful candidate will be responsible for implementing effective HR strategies, managing departmental budgets, and ensuring compliance within the institution's HR functions. This is a permanent position based in Petaling Jaya, Malaysia.

Qualifications

• Malaysian citizen requirement.
• Pass Malay Language SPM level test.
• At least 8 years experience in HR operations or workforce management.
• Minimum 3 years in supervisory or strategic HR role.

Responsibilities

• Oversee implementation of HR strategies in line with company goals.
• Manage financial operations including budget monitoring.
• Conduct workforce needs assessments for new functions.
• Prepare and manage monthly financial reports.

Skills

Human resource management

Workforce analytics

Performance management

Policy implementation

Stakeholder management

Education

Bachelor's Degree in HR, Business, or equivalent

Professional certifications (HRDF Trainer, SHRM, CIPD)

Job description

JOB SUMMARY

Coordinate and oversee the implementation of effective human resource management strategies at the Regional Office and branch levels, ensuring alignment with KWSP’s strategic direction and operating model to develop a competitive, resilient and high‑performing workforce. Additionally, plan, manage and coordinate the Department’s financial operations, including monitoring Regional and Branch budgets, overseeing procurement of branch staff uniforms, managing office administration and providing financial advisory support to the Department, Regions and Branches to ensure sound financial governance and operational efficiency

JOB RESPONSIBILITIES

1. Workforce Management

• Review and coordinate staffing activities, including ensuring accurate and orderly record‑keeping of staff movements such as transfers, promotions and retirements at Regional Offices and branches, in collaboration with PMD.
• Ensure the Workforce Data Repository (Black Book) is updated with the latest staffing information for stakeholder reference and internal decision‑making.
• Manage the annual performance appraisal cycle for staff at Regional Offices and branches, including preparation of performance documents for Regional Directors, managing Appendix E for Regional Offices and branches, coordinating moderation sessions and submitting the final Appendix E to PMD.
• Conduct workforce needs assessments for new functions or branches and prepare comprehensive proposal papers for Management approval.
• Ensure organisational structure charts, functional directories and circulation lists are updated and published regularly for internal use.
• Prepare reports and responses on workforce‑related matters for committees such as MBJ, PPKK, KKLKWSP and other relevant stakeholders in an accurate and systematic manner.
• Record misconduct or disciplinary cases, prepare case chronologies and consideration papers for meetings and file decisions and investigation outcomes appropriately.

2. Financial Operations

• Manage departmental claims, expenditures and payment processing via IFAMS and Ariba.
• Ensure all financial documents are properly recorded and filed.
• Review and sign financial correspondence (e.g., hotel guarantees, memos).
• Coordinate departmental budget transfers and act as Liaison Officer with JKEW.
• Provide financial advisory to department staff.
• Prepare and update monthly financial reports, budget utilisation reports and meeting presentation slides; submit required reports to JKEW and Section Head.

3. eClaims

• Monitor and review departmental eClaims budget via IRIS.

4. Budget Management

• Plan and coordinate the annual departmental budget preparation.
• Ensure timely submission of budget proposals to JKEW.
• Review Region/Branch budget requests according to departmental planning.

5. Uniform Procurement

• Coordinate and monitor procurement of Branch staff uniforms and ensure timely supplier payments.

6. Department Meetings

• Plan monthly meeting schedules, prepare and circulate minutes and coordinate action items.
• Ensure meeting room readiness and equipment functionality.

7. Regional Meetings

• Plan COO–Branch Manager meeting schedules by Region.
• Prepare and distribute minutes and coordinate responses.
• Work with PICs at Regional Offices/Branches to execute meetings.

8. Office Administration

• Oversee attendance, performance evaluations and Excellent Service Awards.
• Serve as coordinator for SAM/IG access control and DLP monitoring.
• Verify payments for interns, SLB/Protégé and SRFP incentive recipients.
• Maintain departmental Infoklik content and other administrative monitoring tasks.

9. Manuals, SOPs & Job Descriptions

• Act as Documentation Liaison Officer for Manuals, Work Instructions, Guidelines, Forms and Notices.
• Coordinate preparation and updating of all departmental documents and procedures.
• Upload documents to SisMA for approval and registration.
• Prepare and update staff job descriptions, ensuring new staff sign the latest versions.

10. Department Projects

• Provide support for department-related tasks in KWSP strategic projects as required.

11. Other Duties

• Attend meetings and discussions.
• Conduct branch visits as needed.
• Deliver briefings when required.
• Approve leave and staff‑related items in IRS.
• Serve on KWSP Quotation/Tender Committees (if appointed).
• Perform other management‑assigned tasks.

JOB REQUIREMENTS

• Malaysian citizen
• Pass Malay Language including oral test at Sijil Pelajaran Malaysia (SPM) level
• Possess a Bachelor's Degree in HR, Learning & Development (L&D), Business, Management, or an equivalent field.
• Professional certifications (e.g., HRDF Trainer, SHRM, CIPD) are an added advantage
• Possess at least 8 years of experience in the field of workforce management, HR operations, or manpower planning including at least 3 years in a supervisory or strategic HR role, preferably in a multi‑site operational environment (e.g., branches, regions).
• Experience in:
  • Manpower planning & staffing
  • Performance management cycle
  • Policy implementation
  • Employee movements (transfer, promotion, retirement)
  • Workforce analytics / HR reporting
  • Handling disciplinary cases
  • Managing stakeholder expectations across multiple units

JOB STATUS

Permanent

All applications are strictly CONFIDENTIAL and only shortlisted candidates will be called in for interview. Applications are deemed UNSUCCESSFUL if there is no feedback from the EPF 2 MONTHS after the closing date of advertisement.