HR Officer

Human Resources

Overview

Support HR functions including recruitment, onboarding, payroll, and employee relations.

You have:

• BA in Human Resource Development or related field.
• Minimum 2 years experience in HR and/or Admin (preferably in a multicultural environment).
• Proficient in written and verbal communication in English.
• High level of PC literacy, especially in Ms Excel and Ms PowerPoint.
• Proven skills in administration and human resources management.
• Able to travel whenever required.
• Ability to work on tight timelines and under pressure.
• Excellent multi-tasking, organized and follow-up skills, problem solving and decision making skills.

Job Description

Background/IRC Summary: The IRC has a rich history of assisting refugees to apply for U.S. resettlement, from its founding in 1933 to help vulnerable individuals escape Nazi-occupied Europe, to pioneering the Joint Voluntary Agency which assisted Indochinese refugees for 22 years, to operations in Croatia, Sierra Leone and Sudan. Over the years, IRC has processed some half million refugees worldwide for U.S. resettlement.

Based in Bangkok with four field offices in Thailand and Malaysia, the IRC Resettlement Support Center (IRC-RSC) assists persons throughout East Asia seeking permanent resettlement in the United States. RSC prepares refugee applications for the U.S. Refugee Admissions Program, provides information to resettlement agencies about arriving refugees and offers cultural orientation training to those refugees bound for the U.S.

Job Overview/Summary: The HR Officer is responsible for supporting the Senior Human Resources Manager with all required Human Resource functions within the IRC office in Kuala Lumpur. This position reports to the Senior Human Resources Manager.

Major Responsibilities: Recruitment and Talent Acquisition: Responsible to lead all recruitment activities for Senior Officer and below, upon receiving official requests from the hiring manager Conduct a strategy meeting with the hiring manager prior to sourcing candidates Post advertisement as necessary for open positions To be proactive in sourcing candidates for the hiring manager through few sourcing channels i.e. Talent Pipeline, fellow NGOs, LinkedIn, JobStreet.com, Adecco, career fair etc Ensure Good Quality of candidates to be prescreened for the Hiring Manager To fill in temporary manpower gaps through Just-In-Time Recruitment i.e. part-timer, internal secondment etc Prepare monthly Recruitment Tracker Comprehensive pre-screening of incoming job applications for the Hiring Manager, in line with the minimal requirements and job description Coordinate Interview with shortlisted candidates and hiring managers and to ensure all Interview document are in order Ensure Recruitment Feedback from Hiring managers is compiled properly Conduct all Pre-Employment Clearances for any potential new hire, as required Update the Headcount Report and Org Chart Regularly Preparation of Employment Contract and coordination of Employment Offer to successful candidate Ensure that the Recruitment activity is in line with the HR Global Policy and SOP

On-Boarding: Initiate steps i.e. ID Card, Orientation Kit, IT Request, New Hire Portal for all new hire Conduct IRC Way for all new hire Coordinate Orientation schedule for Senior Officer level and below Coordinate the appointment of Buddy for new hire Open and maintain Personnel File for all staff Ensure that all Orientation materials are updated and reviewed periodically To co-conduct monthly On-boarding Feedback/Survey for new hires to evaluate On-boarding effectiveness, with the Senior HR Manager Register new employees with appropriate provident fund, social security funds, medical insurers within one week of employment commencing Monitor status of Probationers

Exit Management: Process staff’s Acceptance of Resignation Conduct Exit Interview for Senior Officer and below and to update the Report in WorkDay Encourage resigning staff to participate in the Online Exit Survey prior to the Exit Interview Ensure that the National Exit Clearance is complete on the last day of the resigning staff – final clearance

WorkDay/Data system: Ensure all staff information is updated in WorkDay (recruitment data, personal data/ employment status/ performance/ training information/benefits) Conduct regular Audit in the WorkDay system

Payroll Administration: Compile all supporting document for monthly payroll processing and to generate a payroll report for Senior Management’s verification – national and international Submit monthly payroll report to the payroll vendor for processing Review and Finalize monthly payroll report for salary payment Responsible for IRC national staff health, life and accident insurances in adhering to the company policy. Contact and deal with the insurance company for staff enroll, staff exit from the insurance policy. Distribute monthly salary slip to all staff in timely manner

Healthcare Benefits: To ensure all active staff is enrolled for Healthcare benefits and to terminate the enrollment of staff upon end of service Provide quarterly update/briefing to all staff in regard to the healthcare benefits – or upon request and when necessary Ensure all claim are processed in timely manner To actively interact with the BenefitsProvider for a more proactive service to the staff To ensure that all documents are filed properly

Employee Relation: Distribute and prepare HR official correspondences to the respective staff i.e. confirmation letter, acceptance of resignation letter etc- no delay Whenever required, to provide support and advice to all national staff in regard to any HR queries i.e. policies, SOP, guidance, etc To respond to staff’s queries in timely manner – the soonest possible Monitor compliance by the staff on the Employee Handbook with close supervision by the Senior HR Manager

Timesheet and Leave tracking (monthly): Ensure all staff submits their monthly timesheets in accordance with IRC and donor policies Ensure accuracy of Timesheets and maintain records of leave taken in WorkDay, Attendance Calendar and Excel spreadsheets Maintain organized filing system. Ensure Submission of Timesheet to Finance Department in Timely manner To verify all leave application to ensure sufficient leave entitlement for each application Ensure all leave record is updated and to send quarterly report of staff’s leave balances to the Senior HR Manager Provide the necessary staff’s leave report to the Senior Management or Supervisors upon requests

Performance Management Evaluation (PME): Assist the Senior HR Manager to follow up on PME submission status (mid-year and final) for all national staff and update in the necessary tracker Analyze the Performance Development Objective from the Staff’s PME document for Training Plan

Training and Development: To assist the Senior HR Manager with a regular research on staff’s Training Development/Needs To propose Yearly Training Needs/Calendar to the Senior HR Manager To Identify Training Resources – external and internal

HR Events: Assist with any HR Related projects/events whichever required Conduct any necessary HR Training/Refresher briefing to staffs – as required and planned

Administration and other responsibilities: Build close relationships with staff and other agencies on any HR issues Maintain all folders and related documents in proper condition Correspondence to routine employee HR enquiries, answers telephones; take messages and re-directs calls as required Well verse with the Global HR Policy and Procedures Well verse with the Employee Handbook To shadow the Senior HR Manager for relevant HR related skills and knowledge – succession plan Where required, to perform other administrative duties as directed by supervisor

Key Working Relationships:

Position Reports to: Senior HR Manager, Malaysia Position directly supervises: NA Indirect Reporting: Deputy Director, Malaysia Other Internal and/or external contacts: Internal: Operations and Program staff External: Payroll outsourcing company, Insurance carriers and other benefit providers etc.

Qualifications

Job Requirements: Education: BA in Human Resource Development or related field

Work Experience: Demonstrated Skills and Competencies: Language and Computer Skills: Proficient in written and verbal communication skills in English Language High level of PC literacy, especially in Ms Excel and Ms PowerPoint Demonstrate skills in database management and record keeping

Certificates or Licenses:

Others: Able to travel whenever required Minimum 2 years experience in HR and/or Admin (preferably in a multicultural environment). Proven skills in administration and human resources management. Experience in a non-profit organization and international environment is preferred Strategic thinker with excellent interpersonal, communication, and negotiation skills Able to provide the necessary HR support and advice as per the local labor laws Ability to work on comprehensive HR Proposal and Report Being a self-starter with drive and initiative and able to work as a team/individual with a positive attitude and open minded Able to work on tight timelines Good recruitment skills Excellent Communication and high confidence level Considerate and deliberate in dealing with people and manage conflict Ability to work with less supervision and under pressure Excellent multi-tasking, organized and follow-up skills, problem solving and decision making skill

Not applicable, unless required by law and/or organization to carry out official duties

Working Environment:

The employee is required to adhere to the “IRC Way” for professional conducts, as well as to be in compliance with all relevant Policies and Procedures while carrying his/her duties.

All other employee terms and conditions shall be as per stipulated in the Employment Contract and/or Employee Handbook.

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Potential interview questions

Added 4 years ago - Updated 1 year ago - Source: rescue.org