Senior Human Resources Manager

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IRC - The International Rescue Committee

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Job Description

Based in Bangkok with three field offices in Thailand and Malaysia, the IRC Resettlement Support Center (IRC-RSC) assists persons throughout 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 Malaysia based Senior HR Manager is an integral member of the management team and reports directly to the Deputy Director and is responsible for ensuring effective and transparent human resource management practices and quality HR generalist and administrative support for the IRC Malaysia program and its employees. The Senior HR Manager will serve as the HR Lead for the Resettlement Support Center office in Malaysia and provide advice and recommendations to the Malaysia based Deputy Director and the management team, to ensure positive, inclusive, engaging and productive team culture, timely and equitable resolution of any disciplinary, ethical or legal staff issues, including enforcement of ‘The IRC Way’. The responsibilities include overseeing recruitment, supporting the performance management system and targeted learning and development initiatives, compensation and benefits, as well as other HR initiatives and projects.

Under the support of the Deputy Director and the Regional HR Director, the Senior HR Manager will actively participate in development and roll out of global HR initiatives ensuring that local HR policies and procedures are up to dated and in compliance with the Malaysian legislation.

Major Responsibilities:

Recruitment, On-boarding and Exit Procedures:

• Responsible for leading all recruitment activities for the Malaysia program by closely partnering with the hiring managers on all stages.

• Review and approve requisition forms and job descriptions for local recruitment and in consultation with the Regional HR Director, review and approve the requisition forms for international recruitment.

• Screen candidate CVs and conduct HR interviews where necessary and provide pre-screen templates to hiring managers.

• Ensure IRC recruitment processes are carried out in a professional, transparent and timely manner.

• Ensure recruitment tracker is up-to-date and shared with Deputy Director.

• Ensure pre-screen is conducted for all shortlisted candidates and provide pre-screen template to hiring managers

• Distribute, obtain and review recruitment feedback forms following each recruitment.

• In consultation with the Deputy Director, offer salary and benefits package to all successful candidates and promotions.

• Choose appropriate advertising to attract a high quality candidate pool i.e. media, university, association, internal candidates, LinkedIn.

• Ensure all Pre-Employment clearances for potential new hires are conducted as required.

• Produce monthly HR Metrics for management’s review and submission to the Regional HR Director.

• Conduct onboarding and orientation of all new hires in an orderly and timely manner, in close collaboration with the hiring managers.

• Ensure that all Orientation materials are reviewed periodically and kept updated.

• Ensure all new employees are registered with appropriate provident fund, social security funds and medical insurer within one week of employment commencing.

• Ensure Probation ending processes are communicated and monitored to hiring managers.

• Conduct exit interviews and manage exit processes for staff upon separation.

• Ensure all international staff Employment passes are kept up to date and renewed accordingly.

WorkDay/Data system:

• Conduct WorkDay audits on a monthly basis to ensure data is accurate, updated and reliable

• Review and approve transactions made by the HR Assistant on creating positions, updating reporting lines whenever there are changes, creating employee ID, termination of employee, etc

Performance Management and Goal Setting:

• Conduct trainings, and refresher sessions on IRC’s Performance Management system, including regular sessions on goal setting, mid-year review and end-of-year check-ins. Ensure all new staff understand the performance management system well;

• Analyze and generate final Year End Check-In data for the necessary annual merit increases.

• Coach line managers to ensure 1:1 meetings are held regularly with their teams

• Collaborate with managers in developing and implementing staff Performance Improvement Plans (PIPs) when necessary

HR Policies & Procedures:

• Ensure all policies and procedures are in compliance with the IRC’s Global HR Polices and Operating Procedures as well as Malaysia labor law.

• Clearly communicate and answer staff enquiries regarding HR policies and procedures

• Review Employee Handbook and other HR documents and policies on a regular basis and share regular updates and refreshers to the staff.

Payroll, Compensation & Benefits:

• Participate in Salary Survey (local and global).

• Collaborate with the Regional HR Director and the HQ Compensation Unit to conduct analysis..

• Serve as payroll focal point for IRC Malaysia and ensure that the monthly payroll is done as per the required process and regulations and accurate.

• Provide clear information related to insurance benefits, policies and utilization processes.

• Coordinate with Supply Chain to ensure that external vendors provide comprehensive and cost effective staff benefits.

• Provide effective insurance services to staff by liaising with Broker on claim reimbursement, GL issues and any other matter arising locally and internationally.

• Collaborate with Supply Chain and Insurance brokers for insurance renewal processes and provide appropriate information for insurance transitions.

• Arrange annual health screening for staff and liaise with Supply Chain to provide appropriate information to staff.

• Responsible for accurate 13th month bonus payout and annual increment payout through payroll.

• Submit all Payment Requests in a timely manner.

• Responsible for Employee Contract and JD renewal every fiscal year and the distribution of the documents in a strictly confidential manner

Visas & Work Permits:

• Proactively monitor visa and work permit validity for all non-Malaysian staff

• Maintain rapport/good relationship with the external work permit agent

• Compile the necessary documents for work permit processing (e.g. initial application, renewal, cancellation)

• Acquire updated information on work permit and advise expats accordingly on their visa renewals and travelling purposes.

Staff Development:

• Liaise with the Senior Management Team, line managers and staff to identify learning and development needs for Malaysia based staff and source relevant opportunities for professional growth, including training, formal education, exposure opportunities, learning experiences, etc, internally and externally.

• Liaise with Supply Chain and source external trainers to conduct required trainings for the employees when appropriate.

• Propose required trainings by conducting TNA (Training Needs Analysis) and acquire feedback for further improvement.

• Act as the Malaysia based focal point for training coordination and tracking, including developing and continually updating the staff training tracker. Ensure staff are aware of/attend upcoming trainings.

• Ensure timely distribution and communication of all the internal learning opportunities offered by the IRC to all the relevant staff and supervisors and encourage active take up and participation.

Employee Relations:

• Conduct investigation and review of complaints and allegations, involving IRC Malaysia staff; follow all the necessary steps from start to end. Ensure the required documents are completed in alignment with the Ethics and Compliance unit policies and procedures and propose final recommendations, that are in alignment with the local labor law

• Manage disciplinary actions per the local labor law and HR Employee Handbook, by ensuring accurate and complete documentation is in place. Work with the line managers as well as the local legal counsel as necessary, to ensure proper process takes place.

Employee Engagement and Duty of Care:

• Coordinate Long Service Award recognition by providing accurate listing and information to Supply Chain. Responsible for ensuring staff receive their rewards/gifts.

• Communicate and organize Duty of Care activities to employees whenever required.

• Take the lead and roll out the reward and recognition programs, based on the available resources at the IRC, as applicable with the local context. Encourage line managers to reward and recognize exemplary and outstanding performance.

• Ensure all employees feel respected, valued, engaged and included, by closely working with the management team to support them in upholding IRC’s policies and standards relating to respect at work, diversity, equality and inclusion, leadership standards and others.

Any other duties/responsibilities

• Perform other duties, as appropriate or requested by supervisor.

• Ensure all staff files and HR matters are treated as private and confidential.

• Ensure all reports will be submitted to concerned team on time.

• Ensure all HR policy SOPs are up-to-date and available for staff reference.

Key Working Relationships:

Position Reports to: Deputy Director, Malaysia

Position directly supervises: HR Officer, HR Assistant

Indirect Reporting: Director, RSC; Regional HR Director, Asia

Other Internal and/or external contacts:

Internal: Operations and Program staff

External: Payroll outsourcing company, Insurance carriers and other benefit providers etc.

Job Requirements

Education:

• Degree in Human Resource Management, or a related field, or equivalent work experience

Work Experience:

• Minimum 5 years work experience in general HR and demonstrated experience in recruitment, HR operations and Labor Laws

• Minimum 3 years in HR managerial role

• Experience in a non-profit organization and international environment is preferable

Demonstrated Skills and Competencies:

• Strategic thinker with excellent interpersonal, communication, leadership and negotiation skills

• Being a self-starter with drive and initiative and able to work as part of a team, as well as individually

• Proactive attitude and a proven ability to anticipate issues and opportunity and proactively act upon them

• Strong organizational, multitasking, and detail orientation skills

• Considerate, empathetic and deliberate in dealing with people and managing conflict

• Ability to prioritize and balance multiple demands

• Strong follow-up, problem solving and decision making skills;

• Deadline oriented

Language and Computer Skills:

• Fluent written and verbal communication skills in both Bahasa Malay and English

• High level of PC literacy and demonstrated skills in database management and record keeping

Certificates or Licenses:

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

Others:

• Ability and willingness to travel both domestically and internationally, as required

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.

Qualifications

Added 2 years ago - Updated 11 months ago - Source: rescue.org