Senior Executive, Human Resources & Administration

UCSI International School Sdn Bhd; Puchong; On-site; MYR 44,640 - 66,960; Full time

Job summary

An international educational institution in Puchong is seeking a Senior Executive for Human Resources & Administration. This role involves managing HR operations, supporting employee engagements, and ensuring compliance with local labor laws. Candidates should have relevant experience in private or international school settings. Responsibilities include payroll administration, recruitment, and performance management. The position requires excellent organizational and communication skills. Interested applicants should send their CV and other qualifications to the provided email.

Qualifications

• Experience in private or international school environments preferred.
• Strong understanding of HR operations and compliance with local labor laws.
• Excellent communication and organizational skills.

Responsibilities

• Assist in compensation and benefits administration.
• Implement performance appraisal processes.
• Manage day-to-day HR administrative tasks and maintain records.
• Ensure compliance with HR policies and local regulations.
• Handle employee engagement and onboarding processes.

Job description

Kindly send your CV, SPM results onwards to [e-mail]

Experience in private school or international school settings would be preferred.

The Senior Executive, Human Resources & Administration’s objective will be to support the company within every area of a company's human resources operations in consultation with the VP, HR & Admin. In some areas, you will manage a project assigned. You shall also be responsible for administration related assignments given by your supervisor as well as to assist the school office/reception/collection when scheduled. You may also be the liaison for academic related matters with the government. The below is a reflection of the duties and responsibilities.

Payroll Liaison, Compensation, and Benefits

• Assist in the administration of compensation and benefits programs.
• Ensure that payroll is processed accurately and on time.
• Stay updated on market trends to help the organization remain competitive in terms of compensation.
• Ensure 100% accuracy for payroll.
• Manage insurance and other Com & Ben related activities.

Performance Management

• Assist in the implementation and management of the performance appraisal process.
• Work with managers to identify performance gaps and develop improvement plans.
• Provide support in the development of employee training and development programs.

HR Related Letters and HR Administrative Activities

• Ensure letters are given to staff, returned and filed in a timely manner. The letters include the following as well as other adhoc letters: transfers, salary adjustments, visa letters, staff status, appointments, promotions, etc.
• Perform day-to-day administrative tasks such as maintaining information files and processing paperwork.
• Maintains historical human resource records by designing a filing and retrieval system; keeping past and current records.
• Maintain professional and technical knowledge by attending workshops, establishing personal networks and participating in seminars and trainings.
• Contribute to team effort by accomplishing related results as needed.
• Handle and prepare documents required for MQA visits or other government visits.

HR Roles

• Advise outgoing employees on hand over procedure.
• Execute tax clearance.
• Conduct exit interviews.
• Assist in matters pertaining to leave.
• Carry out reception duties in the absence of the receptionist/admin staff, as and when necessary.
• Communicate with people outside the organization, representing the organization to customers, the public, government, and other external sources.
• Have the knowledge of company insurance and the processes.
• Provide feedback to the management to enhance a better and cordial working environment.
• Organise corporate events such as company dinner, corporate trip, family day etc.
• Encourage and build mutual trust, respect, and cooperation among team members.

HR Reporting and Analysis

• Prepare and analyze HR metrics and reports to support decision-making.
• Provide insights and recommendations based on data analysis to improve HR practices.

Employee Engagement and Retention

• Develop and implement strategies to improve employee engagement and retention.
• Organise and manage employee events, recognition programs, and other initiatives that contribute to a positive work environment.

On-Boarding and Documentation

• Develop, plan, refine and conduct on-boarding programme for new employees to ensure that they feel welcome and prepared in their new positions with confidence and enough resources to make an impact to the organization and to foster positive attitude toward organizational objectives. The activities include:
  • Prepare Staff Introduction Letter in order for new staff to open a bank account where necessary
  • Liaise with Computer Services Department for email creation for new staff
  • Create account for staff in IIS
  • Prepare telephone extension list, duty schedule when applicable
  • Ensure return of new staff checklist and any other HR forms for documentation
  • Create new personal files
  • Assist in opening bank accounts, EPF etc
• Serve as a link between management and employees by handling questions, interpreting and administering and helping resolve work-related problems.
• Maintain records and compile statistical reports concerning personnel-related data such as start date, teaching permit, employment pas, hire date, qualification, experience, transfers, performance appraisals, and absenteeism rates.
• Ensure all information are up and maintained regularly in the IIS, website and the Employment Master; including removal and deactivation in cases of resignation etc.
• Resolve grievances or queries that any of the employees have. Escalate to the right level depending on the nature of the grievance or issue.

MOE/Employment Pass/Teaching Permits

Monitor/Handle the whole process of getting the different passes, permits, licenses in related to the nature of the business; this includes MOE submissions and approvals, the expatriates’ employment pass and their dependent pass application and renewal, the registration of practicing license with for teaching permits etc.

Compliance and Policy Management

• Ensure compliance with local labor laws and regulations.
• Assist in the development, implementation, and communication of HR policies and procedures.
• Conduct regular audits of HR processes to ensure compliance.

Recruitment

• Ensure all assigned recruitment is done timely and effectively.
• Ensure quality of all candidates hired.
• Manage hiring tracker and ensure they are up to date.

To perform other related administrative duties as may be assigned by your supervisor from time to time