Temporary Associate Executive, Human Resource

Novugen; Nilai; On-site; MYR 30,000 - 45,000; Full time

Job summary

A pharmaceutical company in Negeri Sembilan, Malaysia, is seeking an Associate Executive, Human Resources to manage end-to-end HR operations, including onboarding, offboarding, and compliance. This role requires a Bachelor's degree and 1-3 years of HR experience. Strong communication and meticulousness are essential. The ideal candidate will support both plant operations and internal audits. This opportunity offers a chance to grow in an engaged workplace.

Qualifications

• Minimum 1-3 years of HR Generalist experience.
• Good knowledge of Pharmaceutical/Healthcare landscape is an advantage.

Responsibilities

• Coordinate pre-induction preparation for new hires.
• Process resignations and complete Exit Clearance.
• Maintain P1 Entry Pass System and troubleshoot access issues.
• Prepare Monthly Time Attendance Reports for payroll.
• Arrange annual medical check-ups and file records for compliance.

Skills

Fluent in English

Meticulous

Excellent communication skills

Team player

Education

Bachelor’s degree in Human Resources or related field

Job description

About the role

The Associate Executive, Human Resources is responsible for delivering end-to-end HR operational support, ensuring efficient execution of all plant HR processes. The role supports daily HR operations including onboarding, offboarding, time attendance, access card management, employee confirmation, overtime processing, medical check-ups, and HR compliance activities. This position also ensures accurate documentation, supports audit readiness, and collaborates closely with plant personnel and HQ HR teams.

Key Responsibilities

A. Employee Onboarding & Pre-Induction

• Coordinate pre-induction preparation for new hires (Pharma, Onco, Expats, Interns, Short-Term).
• Coordinate pre-induction for third-party contract workers (Packers, Cleaners, Security, Engineering).
• Conduct or support HR Induction sessions and office/plant tours.
• Perform post-induction administrative tasks, ensuring timely employee data updates and documentation.

B. Employee Offboarding Administration

• Process resignations and coordinate completion of the Exit Clearance Form for resignee.
• Revoke employee access in P1 Entry Pass System and Update List of Signatures under HR SOP.
• Archive resignee documents and manage obsolete document disposal according to SOP.

C. P1 Entry Pass System (Attendance & Door Access)

• Maintain software login credentials and troubleshoot access issues.
• Create new user profiles and access cards for employees and visitors.
• Add/update/remove door access permissions.
• Deactivate non-active users and ensure system cleanliness.
• Generate employee movement reports for business usage

D. Time Attendance, Leave & Overtime

• Prepare Monthly Time Attendance Report for payroll and management.
• Monitor and enforce monthly overtime claim deadlines.
• Generate Monthly Leave Reports to support manpower planning.
• Summarize employee and third-party overtime hours.
• Verify overtime claim forms and submit validated overtime reports according to the timeline.

E. Employee Shift Scheduling

• Prepare, update, and maintain Shift Schedule Templates for plant departments.

F. Medical Check-Ups & Health Compliance

• Arrange annual medical check-ups for employees.
• File and maintain medical records for compliance and audits.

G. HR SOP, Documentation & Audit Compliance

• Maintain and update HR SOP documents including maintaining Training Records (TNI & Matrix).
• Support SOP changes, reviews, and version control.
• Ensure SOP internal audit compliance and facilitate internal audits by Quality Assurance department.
• Support regulatory audits including NPRA and USFDA.

H. Employee Confirmation Process

• Initiate confirmation assessments.
• Coordinate with people managers on confirmation status.
• Prepare confirmation letters and file signed documents.

I. SOCSO & Personal Accident (PA) Compensation

• Initiate employee claim documents and follow up with employees on supporting materials.
• Prepare SOCSO & Personal Accident claim and related documents for the submission.

J. Support Activities

• Support employee engagement programs, and any Human Resources event.
• Maintain disciplinary records and support Environment, Safety and Health (EHS) inspections.
• Participate in HR projects and other tasks as assigned by management.

About you

Education:

Bachelor’s degree or equivalent experiences in Human Resources, General Business Management, Marketing, Industrial/Organizational psychology, or related field.

Languages:

English: fluent spoken & written

Local language: preferable

Experience:

Minimum 1-3 years of HR Generalist experience

Good knowledge about Pharmaceutical / Healthcare talent landscape is an advantage

Meticulous, resourceful, agile and a team player

Excellent communication skills - ability to build rapport with employees, stakeholders, and HR vendors