Japan HR Specialist

Merck Group; Taguig; Hybrid; PHP 900,000 - 1,800,000; Full time

Job summary

Merck Group is seeking a dynamic HR Specialist to own end-to-end recruitment and onboarding, focusing on Japan with flexibility to support APAC and other markets. This hybrid role collaborates with Recruiters, HR Partners, and Centers of Excellence to deliver compliant, timely HR services aligned with KPIs and SLAs.

You will manage sourcing, interviewing, and onboarding processes, handling data privacy and HR systems like Employee Central and SAP, while engaging stakeholders across regional

Qualifications

• Sharp interviewing skills with the ability to screen candidates for both technical competencies and cultural fit.
• Exceptional communication and interpersonal skills; able to influence and build relationships at all levels of the organization.
• Strong organizational and documentation skills with high attention to detail.
• Analytical and research-focused mindset; ability to derive insights from talent market data.
• High level of flexibility, creativity, pragmatism, and personal drive in a fast-paced, matrixed environment.
• Ability to work independently while contributing meaningfully as part of an international, virtual team.
• Demonstrated understanding of data confidentiality and compliance standards relevant to HR activities.

Responsibilities

• Actively source, approach, and conduct initial candidate interviews; present qualified shortlists to Recruiters and Hiring Managers.
• Proactively gather payroll and personnel-related information; create offer letters and onboarding-related documentation in compliance with Japanese labour law.
• Maintain and administer employee information in HR systems, including Employee Central, SAP, and other applicable platforms.
• Provide end-to-end administrative and operational support for Recruitment and Onboarding activities.
• Collaborate with country and regional HR stakeholders to ensure sustained and smooth delivery of onboarding activities.
• Handle Tier 1 HR functions including case management, customer inquiry handling, data management, and vendor management.
• Maintain understanding of data confidentiality requirements; ensure compliance with data protection regulations.

Job description

Job Description:

Work Your Magic with us!

Ready to explore, break barriers, and discover more? We know you’ve got big plans – so do we! Our colleagues across the globe love innovating with science and technology to enrich people’s lives with our solutions in Healthcare, Life Science, and Electronics. Together, we dream big and are passionate about caring for our rich mix of people, customers, patients, and planet. That's why we are always looking for curious minds that see themselves imagining the unimaginable with us.

Your Role

We are looking for a dynamic and detail-oriented HR Specialist who will serve as a single point of contact for end-to-end recruitment and onboarding activities, with a primary focus on Japan and flexibility to extend support across the broader APAC region and other markets as needed.

In this hybrid role, you will bridge two critical HR functions —Recruitment & Onboarding — ensuring a seamless candidate experience from the moment a role is identified through to the successful integration of new hires into the organization. You will partner closely with Recruiters, HR Business Partners, Centers of Excellence, and Line Managers to deliver high-quality, compliant, and timely HR services anchored on KPIs and SLAs.

Key Responsibilities

Talent Sourcing & Pipeline Development

• Identify, attract, and assess top talent to join the growing organization across Japan with flexibility to support APAC region and other markets as needed.
• Partner with Talent Acquisition and Line Managers to understand talent needs and co-develop targeted sourcing strategies (target company lists, required experience levels, and technical skill requirements).
• Actively source, approach, and conduct initial candidate interviews; present qualified shortlists to Recruiters and Hiring Managers.
• Proactively build and maintain talent pools using CRM tools, keeping future prospects engaged and nurtured for pipeline continuity.
• Develop deep market intelligence on competition, talent landscape, and skills availability within Japan and the broader APAC region.
• Leverage advanced sourcing tools including LinkedIn Recruiter, Boolean search techniques, and other networking platforms.
• Ensure accurate documentation in the Applicant Tracking System (ATS) and full compliance with sourcing procedures, policies, and data privacy regulations.

Recruitment Administration & Onboarding Operations

• Provide end-to-end administrative and operational support for Recruitment and Onboarding activities (i.e. interview scheduling, offer letter creation, system onboarding, pre-employment activities, e-filing)
• Proactively gather payroll and personnel-related information; create offer letters and all onboarding-related documentation in compliance with Japanese labour law and company policies.
• Maintain and administer employee information in HR systems, including Employee Central, SAP, and other applicable platforms.
• Collaborate with country and regional HR stakeholders to ensure sustained and smooth delivery of onboarding activities.
• Ensure all customer expectations (employees, managers, local HR) are addressed professionally, effectively, and efficiently.
• Handle Tier 1 HR functions including case management, customer inquiry handling, data management, personnel administration, organization management, and vendor management.
• Maintain a thorough understanding of HR data confidentiality requirements, including the handling of sensitive personnel information in compliance with applicable data protection regulations.

Continuous Improvement & Stakeholder Collaboration

• Actively contribute to process improvement initiatives and the development of the HR function overall.
• Develop and share know-how on tools, market trends, and best practices across the team.
• Seek and act on constructive feedback; work with leadership to achieve agreed performance and developmental objectives.
• Demonstrate flexibility and adaptability to meet operational hours and real-time business requirements across multiple time zones.
• Drive for efficiencies and continuously identify opportunities for improvement within assigned functional areas.

Who You Are

Qualifications & Experience

• Bachelor's degree in Human Resources, Business Administration, or a related field.
• 3-5+ years of experience spanning talent sourcing, recruitment, and HR operations/onboarding — preferably within a multinational or shared services environment.
• Hands-on experience supporting Japan-based HR operations; familiarity with Japanese employment practices, and cultural nuances strongly preferred.
• Proven experience in managing end-to-end sourcing strategies across regional markets and diverse skill sets.
• Strong track record in building and maintaining relationships with internal stakeholders and external candidates.

Technical Skills

• Experience using Applicant Tracking Systems (ATS) and CRM tools for candidate pipeline management.
• Proficiency in HR systems and tools such as Employee Central, Phenom, SAP (P40), SuccessFactors, Smart Recruiter, Taleo, or equivalent.
• Familiarity with Case Management system such as ServiceNow
• Resourceful in advanced sourcing tools: LinkedIn Recruiter, Boolean search, and other social/professional networking platforms.
• Proficient in MS Office applications (Word, Excel, PowerPoint, Outlook).

Language Requirements

• Business-level Japanese (spoken and written) at an N2 level or higher — required for effective stakeholder and candidate engagement in Japan.
• Business proficiency in English — required for regional and global collaboration.

Core Competencies

• Sharp interviewing skills with the ability to screen candidates for both technical competencies and cultural fit.
• Exceptional communication and interpersonal skills; able to influence and build relationships at all levels of the organization.
• Strong organizational and documentation skills with high attention to detail.
• Analytical and research-focused mindset; ability to derive insights from talent market data.
• High level of flexibility, creativity, pragmatism, and personal drive in a fast-paced, matrixed environment.
• Ability to work independently while contributing meaningfully as part of an international, virtual team.
• Demonstrated understanding of data confidentiality and compliance standards relevant to HR activities.

What we offer:

We are curious minds that come from a broad range of backgrounds, perspectives, and life experiences. We believe that this variety drives excellence and innovation, strengthening our ability to lead in science and technology. We are committed to creating access and opportunities for all to develop and grow at your own pace. Join us in building a culture of inclusion and belonging that impacts millions and empowers everyone to work their magic and champion human progress!