Assistant, Human Resources

8 months ago

Malaysia FFM Berhad Full time

**Job Summary**

As an HR Assistant, you will play a crucial role in supporting our Human Resources department in various administrative tasks and day-to-day operations. You will work closely with HR COEs and assist in maintaining personnel records, managing employee documentation, and ensuring compliance with company policies and procedures. Additionally, you will have the opportunity to engage with employees, providing support and assistance as needed.

**Responsibilities**:
Process employee status changes, such as promotions, transfers, employment confirmation, terminations, etc., and update relevant documentation accordingly.

Respond to employee inquiries regarding HR policies, benefits, and other related matters, providing guidance and support as needed.

Maintain confidentiality and discretion when handling sensitive employee information and HR related matters.

Assist in managing office supplies and inventory, ensuring adequate stock levels, and ordering supplies as needed.

Assist in coordinating meetings and appointments, including scheduling, sending out invitations, and arranging necessary resources and in organising company events, such as social gatherings, including logistics and arrangements.

Prepare and distribute documents, reports, and all matters related to staff purchases and car loans.

Maintain accurate and up-to-date records, files, and databases ensuring easy accessibility and retrieval of information.

Manage all matters related to generating purchase orders, requisitions, etc in SAP.

All employees are expected to demonstrate a flexible approach in the delivery of work within the department. They are required to be proactive members of the HR team and work closely with all other members to ensure both timely and best outcomes are achieved for all stakeholders. To support this approach, all HR employees may be required to work with external and internal partners, work across formal lines of accountability and perform duties not specifically identified in the job description but which are in line with the general level of responsibility of the post. Support ad-hoc project work and provide expertise where necessary as well as undertake any other assignments as may be assigned from time to time.

**Education & Qualification**

Minimum Bachelor's degree in Human Resources, Psychology, Business Administration, or related field preferred.

**Relevant Experience & Years of Service**

Prior experience in an administrative role, preferably within an HR department or similar environment. Fresh graduates are encouraged to apply.

**Technical Skills & Professional Knowledge**

Ability to quickly comprehend requirements and carry out transactions in accordance with set standards.

Strong organizational skills with the ability to manage multiple tasks and prioritize effectively.

Excellent attention to detail and accuracy in data entry and record-keeping.

Exceptional communication and interpersonal skills, with the ability to interact effectively with employees’ at all levels in English and Bahasa Malaysia.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint). Familiarity with HRIS platforms will be an added advantage.

Effective communication skills, both verbal and written, with the ability to interact professionally with employees at all levels.

Demonstrated discretion and integrity when handling confidential information.

Proactive and self-motivated, with a willingness to learn and adapt in a fast-paced environment.

**Competencies**

Able to make and assess personal/team decisions and align actions with organisation’s vision and mission.

Able to establish and maintain open/trusting relationships with colleagues and stakeholders to nurture collaborative partnerships and work towards a common goal.

Able to contribute and encourage new ideas and approaches to support business growth; demonstrate openness to and enthusiasm for new initiatives and appropriately challenges the status quo; adapt and improvise quickly, appropriately, and decisively to internal/external changes.

Able to display accountability for team and personal decisions/outcomes and take proactive actions to achieve results with dedication to follow through on commitments; create plans and manage resources to accomplish and deliver self and team’s commitments.

Able to understand and prioritise stakeholders’ needs/expectations and develop solutions to improve service delivery.

Able to appreciate the complex interrelationships between external factors and internal business operations and develops strategic plans in response to market shifts and shocks anchored on organisation's vision, purpose, and strategy.

Able to nurture the culture of learning organisation.

Able to develop strategic plans in response to market shifts and shocks to accomplish organizational goals; adaptability to changes in business landscape.

Adaptability and flexibility to changes in business landscape demonstrating initiative

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