Executive - Human Resources

OUR MISSION: BEAUTY INNOVATIONS FOR A BETTER WORLD
We believe beauty inspires hope and empowers happiness, contributing to a world of wellness and a lifetime of fulfilment for all things living. Since our founding, we have expanded the possibilities of beauty through innovations to discover and create new value. With the power of beauty, we strive to create a better, more sustainable world for all.

POSITION SUMMARY

You are a dynamic and proactive HR professional with a keen interest in handling full spectrum of human resources activities. You have the ability to efficiently manage end-to-end HR operations and payroll function of the Company. You are adept at communicating effectively with various stakeholders and can provide insightful recommendations to enhance HR processes. You are responsible for fostering a positive work environment and ensuring the seamless execution of HR initiatives.

KEY RESPONSIBILITIES

1. Recruitment
   1. Coordinate, negotiate, and liaise with employment and advertising agents regarding service fees, advertisement recruitment, and interview schedules.
   2. Assist in sourcing, shortlisting, and arranging interviews.
2. Training & Development
   1. Plan, develop, and conduct induction/orientation programs for new employees, including the presentation of the Shiseido story.
   2. Coordinate and liaise with external consultants to arrange training schedules based on employees' needs.
   3. Evaluate the effectiveness of training programs through feedback from employees.
3. Employee Relations
   1. Address employees’ grievances and complaints, handling all employee relations matters such as discipline and counselling sessions.
   2. Draft HR letters including show-cause, warning, and documentation for domestic inquiry (DI) execution.
   3. Foster a positive and inclusive work environment through proactive employee engagement initiatives.
4. HR Administration
   1. Maintain and update employee personal databases and records.
   2. Review, update, and maintain proper filing of insurance policies, company panel doctors, HR forms, and training schedules.
   3. Assist in reviewing and updating HR policies and procedures, the Employee Handbook, and employees' terms and conditions of employment.
   4. Monitor and ensure compliance with HR policies and procedures.
   5. Prepare annual and monthly headcount reports and update the organization chart.
   6. Assist in reviewing, managing, and tracking employee benefits, and collating market/competitor information for proposal preparation.
5. Payroll Processing
   1. Review and validate payroll data to ensure accuracy.
   2. Work with respective departments and payroll vendor to ensure accurate and timely payroll processing, including payment to employees, payroll reconciliation, General Ledger posting, etc.
6. Office Administration
   1. Handle office administration tasks such as keeping the office tidy and organized.
   2. Process payments to HR and Admin vendors by issuing purchase orders (POs) and handling invoice processing.

KEY PERFORMANCE INDICATORS (KPI)

To be determined by the position’s reporting manager with the following factors also be taken into consideration as part of the role’s KPI:

1. Direct Influence:
   1. Improvement in end-to-end HR delivery.
   2. Successful change management.
   3. Cost optimization.
2. Indirect Influence:
   1. Positive internal & external EVP.
   2. Lean & productive organization.
3. Other measures of success but are not limited to:
   1. Increase of recruitment efficiency (conversion rate, placement rate, cost/hire, etc.).
   2. All communication reflects company’s standards.
   3. All deadlines are met.
   4. All matters dealt with quickly and professionally.
   5. All procedures and policies adhered to.

KNOWLEDGE, SKILLS, AND EXPERIENCE

1. Bachelor’s degree in Human Resources, Business Administration, or a related field.
2. 3 years of relevant HR experience. Experience working in FMCG/Retail industry will be an added advantage.
3. Solid understanding of labour laws and regulations.
4. Excellent organizational and time-management skills, with the ability to handle multiple tasks and meet deadlines.
5. Proficiency in HR software and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
6. Ability to maintain confidentiality and handle sensitive information with discretion.
7. Proactive and results-oriented with a positive attitude.
8. Adaptability and willingness to embrace change.