HR Specialist

6 months ago

Shah Alam, Malaysia DSV SOLUTIONS (DC) SDN BHD Full time

**Job Scope**:
**1) Training & Development**
- Assist the Manager in executing and coordinating the full spectrum of employee training activities.
- Responsible to facilitate and coordinate all training programmes (In-house, Internal and External) as per approved Yearly Training Plan, including New Hire Onboarding Program.
- Liaise with the training provider for matters related to training including training schedule, payment, training participants and documents required for HRDF training grant (course content, trainers’ profile, invoice, receipt & certificate).
- Liaise with Human Resource Development Fund (HRDF) for matters related to Training Grant Application, Claim and the E-Tris platform and prepare the HRDF utilization / claim report.
- Prepare and update the monthly report on training activities falls under Human Resource and documented the related document based on requirement set by related policy (Quality policy, Training policy and etc.).
- Maintaining training file.
- Follow-up on overdue online trainings (DSV E-learning).
- Create training schedules for all company departments, track and create reports on outcomes of all training and maintain training records for the company.
- Inform employees on scheduled training and track their progress.
- Recommend training materials and methods, order and maintain in-house training equipment and facilities and manage the budget set for training.

**2) HR Administration**
- Preparing of HR related letter (Transfer, Posting, Promotion, Confirmation, Consent, Marital Status)
- Looking into contract extension, employment verification, salary adjustment, resignation, promotion, and the likes.
- Coordinate with Facility Office regards to ID badge for new employees and replacement ID’s
- Manage e-leave system (e-solution) and setting approval for leave in e-leave system.
- Work together with HRBP sending out to HOD’s on staff confirmation date, tenure of service & contract of service for staff.
- Update list of contract workers monthly to HR Manager.
- To perform on any ad-hoc matter as assignee.

**3) Employee Central (EC) System**
- Data maintenance for New / Termination / Transfer / Designation / Other employment information.
- Monthly checking and audit of FTE information in EC System.
- Initiating recruitment process in EC System (Requisition, Onboarding, Offboarding).

**4) Compensation & Benefit**
- Health Metrics - Monitoring the health metrics system, ensuring all latest invoices are uploaded in the account every month and to forward the invoice to finance team to process payment & ensure all the data and information is up to date including Health Metrics balance, new joiner & resignee information.
- Monitoring and updating Health Metrics balance for any medical fees claim that unable to use Health Metrics App.
- Insurance (Inpatient) - Ensuring payment to agent is up to date, ensuring the information update in the system for new joiner & termination, assist FTE in providing information on insurance related issue (claim, eligibility, etc) & following up on medical claims (detail for reimbursement amount - outpatient).
- Insurance (Group Term Life) - To assist FTE next of kin in Term Life insurance claim process in the event of death of the active FTE.
- SOCSO Claim - Assist FTE with their claim when required.

**5) Recruitment**
- In charge of pre-employment Vetting, background checks, medical vouchers & employment verification.
- Preparation of offer letters & related hiring documents for new joiner.

Interview arrangement and participate in the interview when needed.
- Communicate with the recruiter on recruitment matters when necessary.
- Engaging and communicating with new hires on the offer prior to joining.
- Responsible to update new joiner, termination, or any related details in DSV system - up to date.

**6) HR & Operation Audit**
- Assist in ISO/TAPA audit preparation.
- Assist and provide HR related information to auditor.
- Ensuring all documents are in order in the above areas.

**7) General**
- To support and assist in organizing and carrying out employee engagement activities.
- Maintaining of P-file - personal documentation, bonus letter, incentive letter, any related document.
- Staff engagement coordinator (Annual Dinner, staff activities, etc)
- To perform any duty duly assigned by the management from time to time.

**Skill & knowledge / Experience in Field**:

- Positive attitude, with strong communications skills and eagerness to learn.
- Ability to maintain strict confidentiality.
- Willing to take up challenge when needed and actively participate as team player.
- Added advantage if you have Training coordination experience.
- Well versed with HRDF is an added advantage.
- An eye for detail and meticulous to provide accuracy in HR reporting.
- Strong communication and interpersonal skills when dealing with all levels of stakeholders.
- Independent with good sense of **time management.**:

- Desirable to have business acumen

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