Employee Life Cycle Specialist (Vietnamese Speaker)

Opella; Kuala Lumpur; On-site; MYR 60,000 - 80,000; Full time

Job summary

A leading healthcare company is seeking an Employee Life Cycle Specialist who speaks Vietnamese to manage employee life cycle processes for Vietnam and other Asian countries as needed. This role includes managing HR data, supporting employee queries, and coordinating on and offboarding activities. Candidates should have a background in HR or customer service, excellent communication skills, and experience with HR systems such as Workday. This position offers junior to senior opportunities within a growing team.

Qualifications

• Experience in Human Resources or customer service.
• Fluent in Vietnamese, both written and spoken.
• Experience with transformation projects.

Responsibilities

• Manage Entry, contract events, and leaves of absence.
• Conduct Workday training sessions for employees.
• Initiate and manage background checks for new employees.

Skills

Experience in Human Resources or customer service

Strong communication skills

Self-organization skills

Customer oriented mindset

Education

Experience with Workday or similar Global HR systems

Job description

Employee Life Cycle Specialist (Vietnamese Speaker)

Global Business Services (GBS) was established as a new transversal, multi-disciplinary function supporting and accelerating Opella as a Consumer Healthcare business through the implementation of a set of operational legal presence across in-scope markets. Opella Global Business Services (GBS) drives transformation projects to ensure it delivers best in class processes in terms of quality, cost, performance, customer satisfaction and needs, supported by high quality master data and performance KPIs. Within GBS, the services related to HR or People operations is managed by a service line namely People Services (PPLS).

Therefore, GBS PPLS is looking for an Employee and External Life Cycle Specialist (EELC) supporting South Asia countries with immediate hiring needs for Vietnam. A PPLS EELC Specialist typically manages the following areas of the process:

Organization & Employee Master Data: data accuracy and data completeness

Employee Life Cycle Management: from pre-onboarding, hiring to retiring, including contract and job changes

Employee queries: global and local articles, ticketing

External Workforce: data management, onboarding and offboarding

The PPLS EELC Specialist reports to PPLS Supervisor Viet Nam. The position will work closely with the Time to Payroll Specialists, Local Business Partner as well as HR, Legal, Compliance, Digital and third-party providers.

We have junior to senior opportunities within our growing team.

Main responsibilities

During the first months of joining the People Services team, the EELC Specialist will receive knowledge transfer from their buddy related to the role. This will include sharing documents and work shadowing.

The following detailed activities will be the main activities of the role, but special projects can be added regularly based upon the evolving priorities of GBS.

Main support for Employee and External Employee Life Cycle activities for Viet Nam and back up for other countries in Asia depending on business needs.

Employee Life Cycle

Manage Entry, contract event, Leave of Absence, leave encashment, carry forward leave, career moves, Exit, International hiring and moves, reporting

Work with external vendors on Workday leave & CRM leave validations

Liaise with HR, Managers, Digital, Facilities, Security whenever needed

Support in submission of regular statistical reports on HR information by collecting, analyzing, and summarizing data

Conduct Workday training sessions for employees and people manager

Support monthly reconciliation between Payroll and Workday systems to ensure Workday data is correct

Support where required on submission of employee data

Employee Queries

Manage and promote articles available as Self Service – Level 0

Ensure a customer experience when responding to employee queries

Apply the Service Level Agreement and monitor KPIs

Ensure that all tickets for the team are being closed as per the SLA’s defined

External Workforce (EWF)

After recruitment is finalized, update the system with EWF data

Manage on and offboarding

Manage queries related to External Workforce

Manage EWF reporting

Liaise with HR and Procurement whenever needed

Contract Management

Draft, prepare, and issue employment contracts to selected candidates based on approved templates and job offers

Ensure accuracy of compensation, benefits, and employment terms in each contract

Coordinate with HR and Rewards team to customize offer letters when required

Pre-Onboarding Preparation and Checks

Communicate with new hires to collect all necessary documentation (e.g., identification card, academic certificates, bank account, etc.).

Store/ save necessary documentation online and file physical employee files

Background checks

Initiate and manage background checks for all new employees in accordance with company procedures and policies

Liaise with third-party background check service providers to ensure timely and accurate reporting

Review background check reports and flag any discrepancies or concerns to P&C for further investigation

Support to perform other relevant pre-onboarding checks and activities where required, e.g. pre-employment medical check, visa check, raising PO and manage background check service invoices

You will closely work with PPLS Payroll Specialists applying our global Core Model

Actively contributes to a great Employee Experience: assist candidates and employees with all the available self-services, assist managers and HR partners in their day-to-day administrative tasks

Contribute and drive Continuous Improvement process by providing feedback on known issues, propose ideas, take initiatives, share best practices

Support in various business initiatives such as new merger or acquisition, divestiture, new technology, outsourcing projects etc.

Experience

Experience in Human Resources or customer service or care experience within a shared service environment

Experience with multicultural organization

Experience with transformation projects (technical and/or functional)

Experience with case management application(s)

Self-organization skills, prioritizes effectively

Strong communication and customer services skills

Capable of handling difficult situations by demonstrating professionalism and confidentiality

Ability to work with a team to create effective strategies and meet team goals

Customer oriented mindset

Technical skills

General knowledge of Human Resources policies and procedures

Previous experience with Workday or similar Global HR systems

Education

Previous experience with Workday or similar Global HR systems

Languages

Must be able to communicate fluently in Vietnamese, both written and spoken, to effectively liaise with stakeholders in the Vietnam market.

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