Job Purpose
To provide efficient and effective administrative and operational support to the Human Resources function. The role ensures smooth execution of HR processes including recruitment, HRIS management, employee records administration, leave management, payroll support, and staff welfare coordination—contributing to improved employee experience and organizational efficiency.
Key Duties & Responsibilities
1. Employee Support & HR Helpdesk
- Serve as the first point of contact for employee HR-related inquiries
- Provide timely guidance and support on workplace and HR matters
- Ensure a responsive and supportive HR service environment
2. Recruitment & Onboarding
- Support the recruitment process including job advert drafting and publishing
- Assist in shortlisting, interview coordination, and documentation
- Provide secretarial support during interviews
- Manage interview invitations and regret communications
- Facilitate onboarding of new employees in line with Commission policies
3. Payroll Support
- Capture, verify, and update employee payroll data
- Process updates including new hires, exits, promotions, allowances, deductions, and statutory changes
- Support accurate and timely payroll preparation
4. HR Information System (HRIS) Management
- Maintain and update employee records in the HRIS
- Ensure accuracy of staff bio-data, appointments, transfers, promotions, leave, performance, and exits
- Conduct regular data audits to ensure system integrity and compliance
5. Personnel Records Management
- Maintain complete and updated employee files
- Ensure confidentiality and compliance with data protection guidelines
6. Leave Administration
- Implement and monitor UCC leave policies
- Track leave balances and approvals
- Analyze leave utilization for compliance and fairness
7. Staff Welfare Coordination
- Support staff welfare programs including medical insurance, health & safety initiatives
- Coordinate staff support activities such as gifts, weddings, bereavement, and birthdays
- Ensure timely execution of welfare-related services
8. HR Administration Services
- Issue staff identity cards, business cards, and uniforms
- Draft salary loan and insurance letters
- Perform other assigned HR administrative duties
9. Other Duties
- Undertake any additional responsibilities as assigned by the supervisor
Minimum Academic Qualifications
Bachelor’s Degree in:
- Human Resource Management
- Industrial Psychology
- Organisational Development
Work Experience
- Minimum of three (3) years of progressive HR experience
- Experience must be gained after internship or graduate training
- Hands-on exposure in:
- Payroll support
- HRIS administration
- Recruitment & selection
- Employee records management
- Full employee lifecycle management
Key Performance Indicators (KPIs)
- Data accuracy rate in HR systems
- Timeliness of HR updates and requests
- Payroll input accuracy
- Properly maintained staff records
- HRIS data integrity compliance
- Effective leave management implementation
- Timely HR service delivery
- Accuracy and timeliness of HR documentation
- Confidentiality & data protection compliance
Skills, Knowledge & Abilities
Technical Skills
- Human Resource Management principles
- Proficiency in MS Office applications
- Experience in HR Information Systems (HRIS)
Behavioural Competencies
- High level of integrity
- Strong communication and interpersonal skills
- Strict confidentiality and professionalism