HR Personnel & Lifecycle Executive (Non-Recruitment / Non-Payroll)

City University Malaysia; Petaling Jaya; On-site; MYR 39,000 - 73,000; Full time

Job summary

City University Malaysia is seeking an HR Personnel & Lifecycle Executive to manage the employee lifecycle for academic and non-academic staff. You will handle LOA stamping, onboarding, audits, and exit clearances with meticulous attention to documentation.

The role requires 2+ years in HR operations, expertise in LHDN MyTax/e-Duti Setem submissions, and strong Excel skills. Fluent English and Bahasa Malaysia are essential in daily communications and reporting.

Qualifications

• 2+ years experience in HR Operations, Administration or Contract Management.
• Experience submitting documents via LHDN MyTax / e-Duti Setem portal.
• Proficient in manual data entry and physical archiving with Excel tracking.
• Fluent in written and spoken English and Bahasa Malaysia.
• Higher Education experience is an advantage.

Responsibilities

• Own end-to-end LOA stamping via MyTax portal within 30-day windows.
• Draft standard and faculty LOAs for Deans, HODs, and Adjuncts.
• Audit files for missing credentials and track contract expiry dates.
• Manage, audit, and organize physical personnel files.
• Execute onboarding orientations and exit clearances.
• Retrieve files for MQA/MOHE audits.
• Verify attendance exceptions and consolidate unpaid leave records.
• Format monthly tracking sheets to pass to Finance.
• Process staff/student scholarship eligibility and loans.
• Coordinate appraisal form tracking and medical clinic claims.

Skills

2+ years HR Operations experience

English and Bahasa Malaysia fluency

Manual data entry and archiving

Excel tracking (sorting, filtering, 1-

Education

Higher Education experience

Tools

Excel

LHDN MyTax / e-Duti Setem portal

Job description

HR Personnel & Lifecycle Executive (Non-Recruitment / Non-Payroll)

Responsible exclusively for the daily administrative machinery of the employee lifecycle for academic and non-academic staff. This role handles heavy physical paperwork, manual tracking spreadsheets, and statutory legal document compliance.

Key responsibilities

Own the end-to-end digital stamping process for all Letters of Appointment (LOAs) via the LHDN MyTax / e-Duti Setem portal within strict 30-day submission windows

Draft standard and faculty LOAs (including Deans, HODs, and Adjuncts)

Audit files for missing credentials (MQA certificates, CVs) and track contract expiry dates

Manage, audit, and organize physical personnel files

Execute onboarding orientations and handle physical exit clearances

Retrieve files for MQA/MOHE university audits

Verify daily attendance exceptions and consolidate unpaid leave records

Format monthly raw tracking sheets (overtime/allowances) to pass to the finance team for processing

Process staff/student internal scholarship applications by manually verifying eligibility

Coordinate appraisal form tracking and process manual medical clinic claims

About you

Minimum 2 years of hands-on experience strictly in HR Operations, Personnel Administration, or Contract Management

Mandatory experience executing document submissions directly via the LHDN MyTax / e-Duti Setem portal

High efficiency with manual data entry, physical archiving, and heavy Excel tracking (sorting, filtering, basic formulas)

Professional business fluency in written and spoken English and Bahasa Malaysia

Higher Education experience is an advantage

City University Malaysia is the gateway to a bright future for individuals who wish to acquire knowledge and unleash their potential to excel in the field of Science and Technology. We are making significant contributions to the development on our knowledge capital towards a sustainable future of the nation and the region. We are committed to be one of the leading centers of excellence in higher education and to be internationally recognized.

City University Malaysia is the gateway to a bright future for individuals who wish to acquire knowledge and unleash their potential to excel in the field of Science and Technology. We are making significant contributions to the development on our knowledge capital towards a sustainable future of the nation and the region. We are committed to be one of the leading centers of excellence in higher education and to be internationally recognized.