Junior HR Executive

City University Malaysia; Selangor; On-site; MYR 36,000 - 51,000; Full time

Job summary

Jora Malaysia is seeking a Junior HR Executive to support day-to-day HR operations, ensuring administrative efficiency and accurate data management.

This role focuses on executing key HR administrative workflows, including contract tracking, scholarship administration, insurance claims, and data compilation for academic and non-academic staff.

Responsibilities

• Assist day-to-day HR operational and administrative activities.
• Update and maintain accurate employee records and HR files.
• Process end-to-end scholarship documentation for eligible staff.
• Verify applicant eligibility criteria against set guidelines.
• Coordinate paperwork between internal departments and external bodies.
• Track application statuses to ensure timely renewals and disbursements.
• Draft standard LOAs for academic, administrative, and management roles.
• Prepare specific appointment letters for Deans, HODs, and HOPs.
• Administer documentation for external examiners, advisors, and Board members.
• Coordinate and issue paperwork for student internship positions.
• Monitor employment contract expiry dates across academic staff.
• Issue timely renewal reminders to staff and department heads.
• Distribute appraisal templates and timelines to HODs and Deans.
• Follow up on missing submissions and compile appraisal scores.
• Handle staff insurance enrollment and offboarding data updates.
• Verify and process panel clinic and medical claims efficiently.
• Act as the primary point of contact for routine staff insurance queries.

Job description

Jora Malaysia will close on 9th September 2026. Thank you for being with us, we are cheering you on as you continue your career journey.

The Junior HR Executive supports day-to-day HR operations, ensuring administrative efficiency, accurate data management, and timely service delivery to academic and non-academic staff. This role focuses on executing key HR administrative workflows, including contract tracking, performance appraisal coordination, scholarship administration, insurance claims, and data compilation.

Key Responsibilities & Duties

1. HR Operations & Service Delivery

• Assist in day-to-day HR operational and administrative activities.
• Execute processes in strict alignment with university policies.
• Update and maintain accurate employee records and HR files.
• Attend to and resolve routine HR inquiries from staff.
• Process end-to-end scholarship documentation for eligible staff.
• Verify applicant eligibility criteria against set guidelines.
• Coordinate paperwork between internal departments and external bodies.
• Track application statuses to ensure timely renewals and disbursements.

3. Reporting & Data Compilation

• TMM Reporting: Compile, verify, and submit routine reports within deadlines.
• Payroll Support: Prepare and check monthly payroll variation data for accuracy.
• Audits & Queries: Retrieve documentation to support internal and external audits.
• Data Integrity: Maintain clean HR databases to support management insights.

4. Letters of Appointment (LOA) Administration

• Draft standard LOAs for academic, administrative, and management roles.
• Prepare specific appointment letters for Deans, HODs, and HOPs.
• Administer documentation for external examiners, advisors, and Board members.
• Coordinate and issue paperwork for student internship positions.

5. Contract Renewal Tracking

• Monitor employment contract expiry dates across academic staff.
• Issue timely renewal reminders to staff and department heads.
• Compile completed renewal documents for university approval.
• Support the administration of the annual performance appraisal exercise.
• Distribute appraisal templates and timelines to HODs and Deans.
• Follow up on missing submissions and compile appraisal scores.

7. Insurance & Panel Claim Processing

• Handle staff insurance enrollment and offboarding data updates.
• Verify and process panel clinic and medical claims efficiently.
• Act as the primary point of contact for routine staff insurance queries.