ASSISTANT MANAGER – HUMAN RESOURCE & ADMINISTRATION

About the position

Job Description

Recruitment

1. Manage the full recruitment lifecycle, including job posting, candidate sourcing, screening, interviewing, and onboarding.
2. Develop and maintain relationships with recruitment agencies and other sourcing channels.
3. Ensure compliance with all relevant employment laws and regulations.
4. Maintain accurate and up-to-date recruitment records.

Disciplinary Management

1. Handle employee disciplinary cases, including investigations, issuance of warning letters, and conduct disciplinary hearings.
2. Provide guidance and support to managers on disciplinary procedures.
3. Maintain accurate records of disciplinary actions.
4. Ensure fair and consistent application of company policies and procedures.

Payroll Oversight

1. Oversee the payroll process, specifically focusing on the checking of overtime submissions within the system during closing periods.
2. Ensure accuracy and timeliness of payroll data.
3. Address employee payroll inquiries and resolve discrepancies.
4. Collaborate with the finance department to ensure accurate payroll reporting.

Purchasing Activities

1. Assist in the procurement process, including sourcing suppliers, obtaining quotations, and placing orders.
2. Maintain accurate records of purchase orders and invoices.
3. Negotiate with suppliers to obtain favorable terms and conditions.
4. Ensure compliance with company purchasing policies and procedures.

Compliance Audit

1. Participate in HR and purchasing compliance audits, ensuring adherence to relevant laws, regulations, and company policies.
2. Assist in the development and implementation of corrective action plans.
3. Maintain accurate audit records and documentation.
4. Stay up-to-date on changes in HR and purchasing compliance requirements.

Training & Development

1. Assist in the identification of training needs and development of training plans.
2. Coordinate and facilitate training sessions, workshops, and seminars.
3. Maintain training records and evaluate the effectiveness of training programs.
4. Support the development of employee development plans.
5. Source and manage external training providers when required.
6. Assist with onboarding training for new employees

Administration

1. Manage general administrative tasks, including office maintenance, supplies procurement, and record keeping.
2. Support the development and implementation of HR and administrative policies and procedures.
3. Provide administrative support to senior management.
4. Assist in the organization of company events and activities.

Requirements

Bachelor's degree in Human Resources, Business Administration, or a related field.

5-6 years of experience in HR and administration.

Strong knowledge of Malaysian employment laws and regulations.

Excellent communication, interpersonal, and problem-solving skills.

Proficiency in MS Office Suite.

Ability to work independently and as part of a team.

Detail-oriented and organized.

Experience with payroll systems and HRIS is a plus.

Experience in coordinating and facilitating training programs is an added advantage.

Key Performance Indicators (KPIs):

1. Time to fill open positions.
2. Accuracy of payroll processing.
3. Effectiveness of disciplinary actions.
4. Compliance audit results.
5. Efficiency of purchasing processes.

Training program effectiveness and employee participation.

Place of work