HR Executive

**JOB TITLE : HUMAN RESOURCE EXECUTIVE - GENERALIST**
**DEPARTMENT: TALENT & CULTURE**
**LOCATION: BAYAN LEPAS & BUKIT MINYAK, PENANG (ABILITY TO MOBILIZE)**

**DETAILED JOB RESPONSIBILITIES**
- **A) HR Management System (HRMS)**_
- Handle employee information through the HRMS.
- Handle data collection, compilation and interpretation of employee data
- Maintaining an updated database with all the information about new joined, resigned employees, current employees of the company they represent, including personal information & salary
- **B) HR Administration**_
- Maintains the work structure by updating job requirements and job descriptions for all positions
- Handle all HR administration work including letters issuance, contract renewal, managing personnel files, updating organization charts, preparing headcount movement reports & etc.
- To prepare the Letter of Appointment & conduct orientation for newly hired employees.
- Ensure all HR processes and documents are properly maintained and captured accurately.
- Administer and liaise with the agent for insurance claims and any other related matter.
- Maintains historical human resource records by designing a filing and retrieval system; keeping past and current records
- To administer the in and out of the employee from onboarding, probation, confirmation, transfer, promotion and resignation / termination
- Administer employee benefits program such as leaves, medical reimbursement, health insurance, claim expenses, SOCSO claim and ensure government statutory payments is paid on time.
- To prepare and circulates all the HR memos, policies, forms relating to HR functions.
- Updating Quarterly Organizational Chart.
- To monitor all the HR related matters i.e. employee benefits entitlements, claim and limit, employees’ disciplinary issues and to ensure all employees are complied with Sophic Automation employee handbook and HR policies.
- Handling on Covid-19 Management (arrange for appointment, invoicing, payment and etc.)
- **C) Employee On-boarding & Off-boarding Program**_
- Responsible for providing orientation and induction training for all new employees on HR handbook and policies, registration on MobileApps Attendance, leave management system and company insurance programs, and etc.
- Organize, welcome and manage new join on their first day.
- Drive the employee on-boarding program for new employees in a timely manner.
- Support and ensure smooth off-boarding process.
- Manage new employee and resigned employee checklist.
- **D) Employee Engagement**_
- Being the ambassador of the Company to engage well with all level of employees.
- Be part of the HR Team in assisting, organizing, and coordinating employee engagement activities, sports & recreational activities, health & wellness events, company events etc.
- Manage group communication channels and support the communication to all staff.
- Organize company events and culture activities to create a fun working environment.
- Be part of company's social media admin posting.
- **E) Training & Development**_
- Carry out Training Needs Analysis yearly.
- Execution on Training Plan and work closely with all Head of Departments.
- Compile the training needs and source on the appointed Training Provider and execute the training per the timeline proposed.
- Collate training needs from Performance Appraisal Form and input in Annual Training Plan
- Execute and monitor Learning and Development programs. Process training claims and make claims from HRDF where applicable.
- Ensure On-The-Job Training is carried out for new, transferred and promoted employees and for those with job rotation or new job scope.
- Follow-up on e-learning program.
- **F) Employee Relations / Industrial Relations**_
- Responsible for human resource management for dedicated first point of contact for employees seeking advice on human resources matter and in all HR processes and policies. Providing customer service to organization employees.
- Attend to the employee grievances / employee misconducts.
- Facilitate communication session with employees.
- Counselling session with employees.
- Ensure the Grievance and Disciplinary process in place and in compliance with company rules and regulations as well as with all Government requirement.
- Conduct internal investigation as required.
- Ensures legal compliance by monitoring and implementing applicable human resource federal and state requirements; conducting investigations; maintaining records; representing the organization at hearings.
- **G) Quality Control & Legal Compliances**_
- Ensure all documents related to ISO9001 is in order and attend to its audits.
- Responsible of Responsible Business Alliance (RBA, formerly known as EICC) Compliance and Audit. To ensure the company Compliance and meet the RBA Audit requirements.
- **H) Others**_
- Effectively support the execution of HR processes and implement HR policies.
- Support other HR Team members or Head of Department in other HR functi