Human Resources Executive

Xiamen University Malaysia; Sepang; On-site; MYR 100,000 - 150,000; Full time

Job summary

A Malaysian university in Selangor is looking for an HR officer to handle recruitment processes, manage expatriate staff documentation for visas, and oversee payroll administration. Ideal candidates should have a degree in HR Management or related fields, excellent interpersonal and communication skills, and a proficiency in English and Bahasa Malaysia. Fresh graduates are encouraged to apply. Join a dynamic team committed to fostering talent and supporting staff development.

Qualifications

• Fresh graduates are welcome.
• Knowledge in recruitment, visa administration, teaching permits, payroll, and training is an advantage.
• Proficient in English and Bahasa Malaysia; Mandarin is a plus.

Responsibilities

• Source and attract suitable candidates to meet approved manpower requirements.
• Coordinate interviews, prepare new hire documentation, and issue employment letters.
• Compile and manage documentation for expatriate staff for visa applications.
• Assist with payroll processing and administration.
• Develop and implement training programs.

Skills

Recruitment

Visa administration

Payroll processing

Training development

Communication

Organizational skills

Education

Bachelor’s or Master’s degree in HR Management, Business Administration, Psychology, Education, Training, or related field

Tools

MS Office (Excel essential)

HR systems (e.g., HR2000)

Job description

Xiamen University Malaysia – Sepang, Selangor

Source and attract suitable candidates to meet approved manpower requirements.

Coordinate interviews, prepare new hire documentation, and issue employment letters to successful candidates.

Ensure all employee documents are complete and properly filed.

Conduct new hire orientation and ensure completion of onboarding forms.

Compile and manage documentation for expatriate staff and dependents for support letters and online visa applications.

Process applications, renewals, cancellations, and endorsement transfers for various visa types: Employment Pass, Dependent Pass, Professional Visit Pass, Long-Term Social Visit Pass, and Special Pass.

Job Description

1. Recruitment

• Source and attract suitable candidates to meet approved manpower requirements.
• Coordinate interviews, prepare new hire documentation, and issue employment letters to successful candidates.
• Ensure all employee documents are complete and properly filed.
• Conduct new hire orientation and ensure completion of onboarding forms.

2. Visa Management

• Compile and manage documentation for expatriate staff and dependents for support letters and online visa applications.
• Process applications, renewals, cancellations, and endorsement transfers for various visa types: Employment Pass, Dependent Pass, Professional Visit Pass, Long-Term Social Visit Pass, and Special Pass.

3. Teaching Permit Administration

• Monitor validity, approved teaching levels, and subject fields of staff teaching permits.
• Handle applications, renewals, amendments, and online submissions related to teaching permits.

4. HR Operations & Administration

• Input and maintain employee data in the Employee Management System accurately.
• Prepare and update monthly HR statistics and reports; liaise with other departments as required.
• Assist in developing, reviewing, and implementing HR policies, procedures, and best practices.
• Liaise with government agencies to ensure smooth HR and recruitment processes.
• Perform other duties as assigned by the Superior or University.

5. Payroll Administration

• Assist with end-to-end payroll processing and administration.
• Resolve payroll-related queries and issues from employees.
• Maintain accurate and up-to-date HR records, files, and documentation.
• Administer and submit tax clearance for departing foreign employees.
• Ensure compliance with payroll laws, regulations, and organizational policies.

6. Training & Development

• Develop, organize, and implement training programs for corporate, HR, and staff development.
• Conduct training needs assessments to identify skills or knowledge gaps.
• Plan and implement suitable training methods such as simulations, mentoring, on-the-job training, and professional development classes.
• Develop learning materials, aids, and resources.
• Monitor and evaluate training effectiveness and prepare reports on its impact on employee skills and KPIs.
• Manage training records, Learning Management System (LMS) databases, and in-house training facilities.
• Organize train-the-trainer sessions for internal subject matter experts.
• Explore and implement innovative training methods and techniques.
• Collaborate with internal stakeholders and subject matter experts on instructional design and delivery.

Requirements

• Bachelor’s or Master’s degree in HR Management, Business Administration, Psychology, Education, Training, or related field.
• Fresh graduates are welcome.
• Knowledge/experience in recruitment, visa administration, teaching permits, payroll, and training is an advantage.
• Proficient in English and Bahasa Malaysia; Mandarin is a plus.
• Strong interpersonal, communication, and organizational skills.
• Proficient in MS Office (Excel essential); experience with HR systems (e.g., HR2000) preferred.

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