Job Description

Location(s): Asia-Pacific & Middle East : Malaysia : Kuala Lumpur

BAE Systems Digital Intelligence is home to 4,500 digital, cyber and intelligence experts. We work collaboratively across 10 countries to collect, connect and understand complex data, so that governments, nation states, armed forces and commercial businesses can unlock digital advantage in the most demanding environments.


The HR Operations Administrator (1 Year Fixed-Term) provides administration and some advisory support to the business. The range of tasks supported includes, but are not limited to:

Worker Requests Changes & Record Management Learning & Development Reward, Absence Management Performance Management Onboarding Administrative Activities.


This is an exciting opportunity to join the central HR Operations team which are based in Kuala Lumpur, Malaysia, and have a global remit. They are supported by regional HR Business Partners, who provide support on time critical tasks or activities that require significant and pro-longed communication with local stakeholders or in-depth local knowledge.
The HR Operations Administrators provide services to both internal and external customers including but not limited to; employees, HR colleagues and third parties such as benefit providers, venues, trainers and vetting agencies.

Key Responsibilities:Answering HR Queries and providing ad hoc advice & information to the business as appropriate. Manage and issue all new hire paperwork to ensure contracts and offer letters are produced accurately in a timely manner. Updating worker (employee and associates) records on the HR database including: change of addresses; bank details; memberships; qualifications; marital status and emergency contacts. Confirming changes to payroll where necessary. Producing correspondence - mortgage, lettings & employment references, contract changes, reward & award notifications, visa letters, notice period changes & flexible working requests. Coordinating and administering sabbaticals, probation reviews, retirement, visa & work permit expiry, paternity & maternity cases, long term absence, fixed term contract extensions and subject access requests. Administration of training including booking course venues, materials & trainers, coordinating delegate invitations, training feedback questionnaires and processing purchase orders & invoices. Reward administration including; administering flexible benefit elections, administering the SIP and flex allowance programmes and generating monthly reports, administering the thank you & long service awards and events, processing loan requests & relocation expenses, loading absence reports onto the HR system. Administration of new joiners, including drafting of contracts, processing of security clearance, following up on paperwork and informing relevant stakeholders. Administration of leavers, including leaver's final dates and payments, leavers letter, exit interviews and informing relevant internal departments. Notify payroll of salary changes, absences (maternity, unpaid etc), liaise with payroll during the leavers process to confirm outstanding loans or payments and notify payroll. Suggests process improvements and implements where relevant. Producing various reports from the HR system as requested. Providing support to HR Advisors and the HR Operations Team Lead. Working closely with all other members of HR Operations and providing cover for other areas as required.


Mandatory Skills and Experience Required:Excellent written and verbal English language Ability to learn quickly and understand HR activities and processes Good understanding of HR information systems (SAP) / Case management systems Strong administration and organizational skills Strong customer service focus Good relationship building skills Flexibility and adaptability Ability to take ownership for issues Excellent attention to detail Confidence to manage stakeholder expectations Ability to juggle multiple activities, prioritizing as appropriate Capable of working with minimal direction, trusting your own judgement Recognizes the value team work can provide and actively contributes to knowledge sharing Draw on past experience to solve problems Excited and enthusiastic to learn, and by the opportunities new challenges provide Desire to work in a high caliber team and strive for exceptionally high quality service delivery Able to handle difficult discussions with individuals competently


Other Desirable Skills and Experience:Good understanding of general HR activities and processes Experience of working for an international organization with a growing HR Shared Services team Ability to work under pressure Knowledge of employment legislation in more than one country Demonstrable ability to streamline and simplify processes Microsoft Office (Outlook, Word, PowerPoint, Excel) Success Factors

Why BAE Systems?

This is a place where you'll be able to make a real difference. You'll be part of an inclusive culture that values diversity of thought, rewards integrity, and merit, and where you'll be empowered to fulfil your potential. We welcome people from all backgrounds and want to make sure that our recruitment processes are as inclusive as possible. If you have a disability or health condition (for example dyslexia, autism, an anxiety disorder etc.) that may affect your performance in certain assessment types, please speak to your recruiter about potential reasonable adjustments.

Please be aware that many roles at BAE Systems are subject to both security and export control restrictions. These restrictions mean that factors such as your nationality, any nationalities you may have previously held, and your place of birth can restrict the roles you are eligible to perform within the organisation.