Human Resources Assistant

Sentara Group; Johor; On-site; MYR 60,000 - 80,000; Full time

Job summary

A leading manufacturing firm in Johor is seeking an experienced HR professional to join their team. The role involves overseeing talent acquisition, managing compliance with labor laws, and coordinating employee training and development initiatives. The ideal candidate has a degree in HR or related fields, with at least 3 years of experience in a manufacturing environment. Excellent communication skills in both Bahasa Malaysia and English are required, along with proficiency in MS Office.

Qualifications

• Minimum 3 years of hands-on HR experience in a manufacturing environment.
• Experience in manpower planning, recruitment, training & development.
• Fluent in Bahasa Malaysia and English, both verbally and written.

Responsibilities

• Assist with talent acquisition activities across the company.
• Coordinate training and development programs.
• Ensure compliance with employment laws and policies.

Skills

Interpersonal communication skills

Analytical skills

Team player

Self-starter

Result oriented

Education

University graduate in Business Administration, Management or HR

Tools

MS Office (Word, Excel, PowerPoint)

Job description

Purpose of the Role

You will be a key member of the Group HR team reporting directly to the HR Manager. You will be responsible for talent acquisition, HR performance & compliance, training & talent development, HR analytics and continuous improvement projects. You will work closely across all teams within the group.

Key Accountabilities

• Assist talent acquisition activities across the company.
• Oversee, continuously lead improvement on talent management & development.
• Coordinate continuous learning and training of employees.
• Assist in formulating the company's future HR direction and supporting initiatives.
• Collaborate closely with other departments to ensure continuous and smooth operations.
• Assist to manage foreign workers and expatriates international mobility.
• Assist to lead and coordinate with the relevant Persons In Charge (PIC) to ensure the timely application, maintenance, and renewal of all company business licenses and permits.

Responsibilities

Recruitment:

• Recruit talent according to the needs of the business plan.
• Ensure all vacancies (streams T, S, M, P & L) are filled in accordance to the budget and with the suitable candidates within the targeted time.
• Fully responsible for the full hiring process and management of foreign workers (stream W) including set up and maintenance of hostels, transportation, welfare and work permit renewal.
• Responsible for the application of expatriates (stream M & above) through ESD and management of expatriates as per company International Mobility Policy.
• Support Group HR Director for the hiring of streams L&P as required.
• Develop a pool of qualified candidates in advance of need for certain key departments or jobs (operations and non-operations)
• Facilitate, coordinates and communicates job offers through HR Manager to suitable candidates based on the recruitment policy.
• Organizes and participates in job fairs and promotes employer branding activities.
• Maintain social media and company websites related to talent acquisition.
• Identify & diversify suitable recruitment channels for company (campus hiring, linkedIn etc.)
• Prepare, co-ordinate and follow through pre onboarding and day one onboarding/induction for new employees.
• Works closely with plant HR Manager and HR Assistant on recruitment related activities.

Training & Development:

• Formulate & maintain training policy and relevant SOP for continuous learning, training (on the job and external) and development.
• Ensure development plans are in place for potential talent and follow up on development needs are appropriate and effectively implemented.
• Provide support to managers and staff to develop the skills and capabilities of employees.
• Identify training needs through Annual Performance Appraisal and Training Needs Analysis.
• Develop an annual training calendar with training budget consideration.
• Plan, source and identify suitable training vendors in line with the Training Needs Analysis
• Maintain training records and follow through and report training effectiveness based on training policy.
• Measure and report training effectiveness in line with business and management expectations.

Talent Management

• Support HR Director and coordinate annual talent review process with collaboration with company vision, mission and business strategy.
• Maintain all records related to the talent review process.
• Leads talent review discussions with managers and with Factory Director & HR Director.
• Ensure development plans are in place for potential talent and follows up on development needs.
• Provide support to managers and staff to develop the skills and capabilities of employees.
• Maintain and regularly update group organizational charts. Support HR director on organization development initiatives.

HR Metrics and Reporting/HR Projects

• Prepare monthly HR metrics reporting on key HR activities and update as required in meetings.
• Participate and contribute as an active member in HR initiatives and projects/meetings.
• Coordinate and collaborate with HR Director & other corporate HR members in implementing HR initiatives.

Other key responsibilities:

• Ensures full compliance to labour/employment laws and other related statutory requirements.
• Keeping abreast with latest developments and changes to laws/acts.
• Ensure all HR related policies and procedures are up to date, fully implemented and well enforced.
• Support and coordinate HR related communication and change management initiatives.
• Ensure full confidentiality is maintained for all HR related matters (payroll, job offers etc.)
• Provide information and assistance to managers on human resource and work issues.
• Collaborate with managers and employees on all aspects of HR.
• Other HR related job functions or initiatives which are not spelled out above.
• Any other duties and responsibilities that may be assigned to you by the management from time to time either within or out of your current scope of employment must perform accordingly.

Licensing and Compliance

• Lead and coordinate the licensing and compliance effort by working with relevant PICs across departments to ensure all necessary business licenses (e.g., manufacturing, business premise, signage) are identified and valid.
• Work with the related PICs to facilitate communication with government bodies and statutory agencies, ensuring the correct technical experts handle inspections and specific approvals.
• Maintain a centralized master registry of all licenses in collaboration with department heads, and ensure the related PICs are alerted to expiration dates to facilitate timely renewals.
• Coordinate with the relevant PICs to ensure that all required documentation, technical reports, and payments are prepared and submitted to regulatory bodies by the respective deadlines.
• Partner with operational PICs to monitor updates in local by-laws or regulations and ensure the necessary internal actions are taken to maintain compliance.

Requirements & Person Specifications

• Minimum university graduate preferably Business Administration, Management or Human Resource Management or its equivalent.
• With at least 3 years of hands-on work experience in the manufacturing environment.
• Experience as HR generalist is required, manpower planning, recruitment, training & development and change management skills.
• Excellent interpersonal communication skills, both verbal and written in Bahasa Malaysia, English.
• Team player, self-starter and self-motivated.
• Good analytical, and people skills.
• Must be result oriented and have the ability to work in a matrix environment.
• High level of integrity and strong work ethics.
• Proficient in MS Office (Word, Excel & PowerPoint etc.)

Reporting Lines & Supervision

• You will report directly to the HR Manager. Please review the Org. Chart to understand how your position fits in with the rest of the company.
• You are required to closely collaborate and work as a team with the plant HR team