Job Description

CM03728 - Senior HR Executive

Job Specialization:
Human Resources

Working Location:
Selangor

Salary Range:

Posted Date:
12/03/2024

Location: Selangor

Client\'s Profile:

• Specializing in FMCG Trading.

Working Days: 5.5

Attractive Benefits Included:

• Fixed Basic
• Allowances
• Career prospects in High Profile & Multi-National Environment
• Friendly, well-organized, systematic, high-technology environment to work in

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Shortlisted candidates will be notified.



JOB RESPONSIBILITIES:

HR Operations\xe2\x80\x8b\xe2\x80\x8b

• To understand and practise company\xe2\x80\x99s Core Value.
• To run the daily function of HR related tasks.
• Maintain high level of confidentiality in performing tasks given.
• To assist the Operation Manager in all implementation of HR policies and procedures, Standard Operating Procedure (SOP) and guidelines for the company and ensure employees are aware about their guidelines.
• Create, maintain and update employees\xe2\x80\x99 status, personal files and match with company\xe2\x80\x99s HR system.
• To be updated with any other HR Government related levy or scheme that is necessary to be perform by the company. Eg, LHDN CP8D Form, EA Form, HRDF Contributions, etc.

KPI:

• Constantly withholding the company\xe2\x80\x99s Core Value at the highest level.
• To update employees\xe2\x80\x99 Personal File or any change in status in a monthly basis.
• To update weekly HOD meeting minutes and send latest meeting agenda to all HOD at least 1 hour before the meeting starts.
• To update and perform yearly task: CP8D form, EA Form.

Recruitment\xe2\x80\x8b\xe2\x80\x8b

• Preparing job posting for vacancies.
• Scheduling interviews for job applicants.
• Ensure recruitment activities are within the given budget.
• Prepare all recruitment data, such as, application rate, job offer rate, job offer acceptance rate, reason of rejecting job offer, and more.

KPI:

• To be able to draft or amend JD and vacancy advertisement with less than 20% amendment from the 1st draft.
• To start performing all recruitment related activities within a week upon receiving acceptance of resignation letter for replacement headcount.
• To execute daily screening and scout for suitable candidates on all vacancies available.
• To call candidates for phone or physical interview within 24hours upon receiving screening approval from HOD or OD.
• HOD and OD are being brief about candidates\xe2\x80\x99 background, in a precise and easy to understand manner following the reporting format.
• Reporting Format: total number of applicant \xef\x83\xa0 total number of pick resumes by HR \xef\x83\xa0 is phone interview being done ? \xef\x83\xa0 Details of potential candidates (Working experience / Education level / Specialty about this candidate among the others \xef\x83\xa0 why do you think this candidate is potential ? \xef\x83\xa0 what is the thing about this candidate that attracts your attention or to pick him/her for interview.
• To be able to screen and analyse the potential among the selected candidates, by providing a rational and concrete reason on their respective fitting with the JD that we are hiring.
• To be able to obtain talent or potential candidate to be on board with at least 2 weeks prior the last working day (LWD) of resigned staff.
• To call and send offer letter to the right candidate, within 24hours upon receiving approval from the OD.
• Prepare and present Recruitment Data in an accurate, precise and informative manner within a week after the replacement or new headcount is on board.

On-Boarding

• Plan and prepare an On-Boarding experience for new employee. \xe2\x80\x8b

• Preparing all On-Boarding related documents: Email of position offering, Employment contract, JD, etc.
• Explanation of employment contract
• On Boarding forms (Staff personal particular form and Crediting Salary form)
• Plan the orientation schedule and program
• Update HOD with the respective department\xe2\x80\x99s on-boarding plan and verify documents or any related / required resources from the respective department. Eg. System access eligibility, special software in the laptop, etc.

KPI:

• To be able to execute a smooth (no hiccups and missed out) on-boarding experience.
• To be able to present company\xe2\x80\x99s Core Value at precise and accurate manner that the employee understands \xe2\x80\x93 The employee gets the exact meaning that exactly related to the company\xe2\x80\x99s stand and not otherwise.
• To prepare all on-boarding related documents in a timely manner (min 3 days prior new employee commencement date) and all information in the documents to be accurate.
• Update HOD of respective department on the plan of their new on-board employee at least 3 days prior new employee commencement date)
• To identify what are the missing procedures or items that is necessary for a smooth on-boarding experience.

Employee Confirmation\xe2\x80\x8b\xe2\x80\x8b

• To monitor schedule of employee confirmation and to plan for a staff confirmation discussion with the respective person.

KPI:\xe2\x80\x8b\xe2\x80\x8b

• To conduct an employee confirmation performance evaluation discussion with HOD at least 4 weeks prior staff confirmation.
• To be clear and precise from the HR perspective if the employee has any discipline related issue.
• To update all Growthcard documents and details, and to be able to present during the performance evaluation discussion.
• Employee to receive confirmation letter or extension of confirmation letter or auto-termination letter 2 weeks prior confirmation deadline.
• To be able to plan and execute a confirmation discussion session with the employee whom to be confirm or extent confirmation or auto-termination.
• To be able to explain in a precise manner, with confident while having conversation with employee relating to item 5.

Staff Performance Evaluation and Discipline \xe2\x80\x8b\xe2\x80\x8b

• Manage and update staff attendance activities weekly.
• Maintain monitoring system for staff confirmation.
• Assist and manage performance appraisal system.
• Prepare Growth Card and performance appraisal form with updated information before sending it to the respective Head of Department for quarterly and yearly review.
• Administering the personal file (soft and hard copy) by updating employee\xe2\x80\x99s latest performance.

KPI:\xe2\x80\x8b\xe2\x80\x8b

• Issue warning letter in a bi-weekly basis for those who \xe2\x80\x98No Show No Inform\xe2\x80\x99.
• Issue warning letter in a bi-weekly basis for Retail Executives who reports late to work.
• Monitor frequency of staff\xe2\x80\x99s warning letter. HR executive to call for action from Operations Director and HOD for employee\xe2\x80\x99s who will be receiving the 3rd warning letter.
• Initiate and send to all HOD on the quarterly and annual review 3 weeks prior the end of each quarter and year respectively.
• Send all employees who are involve for self-evaluations 3 weeks prior the end of each quarter and year respectively.
• To arrange and coordinate the performance review discussion with HOD 1 week prior the end of each quarter and year respectively.
• To arrange and coordinate a performance review session with HOD and employees on the current and upcoming quarter\xe2\x80\x99s Growthcard respectively on 1st week upon new quarter.
• To be able to analyse each department\xe2\x80\x99s quarterly plan and incorporate, including suggesting improvement plan for all employees to the respective HOD.

Staff Benefits\xe2\x80\x8b\xe2\x80\x8b

• Administer compensation and benefit plans i.e insurances enrolment of employees\' benefits, upon confirmation or renewal.
• Assist with insurance claim.
• Manage staff benefits such as quarterly product claim activities.
• Maintain staff Annual Leave record.
• Plan with the Operations Director on employee\xe2\x80\x99s birthday, send birthday email greetings and arrange birthday cake (if necessary).
• Plan and arrange activities for employees, company basis or departmental basis, that is within department budget and fund.

KPI:\xe2\x80\x8b\xe2\x80\x8b

• To confirm with the insurance agent within 1 week on employee\xe2\x80\x99s new PA upon employee\xe2\x80\x99s confirmation and that the employee received the PA within 2 weeks after confirmation.
• To update and cancel resigned employee\xe2\x80\x99s PA and to make sure is inactivated the day after their Last Working Day.
• Check and update insurance agent on all new or cancel PA on a monthly basis and to update the PA record as well.
• To update and process Stock Issue in a quarterly basis with 100% accuracy on products claim by employees and to ensure that the employees received the right product that they claimed.
• To update employee\xe2\x80\x99s leave record in a monthly basis by ensuring that all employee\xe2\x80\x99s leaves entitlement and leave balance are accurate.
• To ensure that no employees apply for post-date leave. No Show No Inform must be unpaid leave and must appear in their leave balance record respectively.
• To ensure all employee receives special gifts for their special days (new born, wedding, wreath) within the timeframe of the event.
• To ensure that company send the birthday individual a greetings on their birthday and birthday gift at least 1 week prior their birthday.
• To update staff status (married, divorce or with additional kid) on a quarterly basis.

Payroll\xe2\x80\x8b\xe2\x80\x8b\xe2\x80\x8b

• To calculate staff commission and process payroll (Mid-Month ONLY for Sun Trader) on or before 13th of each month.
• To update payroll system and process monthly payslip for Storiiu Sdn Bhd (ST) and Sun Trader Enterprise Sdn Bhd (STE) on or before 23rd and 27th respectively of each month.
• To calculate any other related allowances such as meal, travelling, overtime, PH compensation, etc
• To do adjustment on advance salary
• To manage all staffs claims
• Submit contribution of EPF, SOCSO and EIS then pass it to Account Payable for payment approval by 15th monthly.

KPI:\xe2\x80\x8b\xe2\x80\x8b\xe2\x80\x8b

• To process all salary, commission, allowance in an accurate and timely manner.
• To update payroll system and process monthly payslip on or before
• To calculate staff commission (ST & STE) and process payroll (Mid-Month ONLY for Sun Trader) on or before 10th of each month

Resignation\xe2\x80\x8b\xe2\x80\x8b\xe2\x80\x8b

• To monitor and execute with resigned employees a smooth handover and exit plan.

KPI:\xe2\x80\x8b\xe2\x80\x8b\xe2\x80\x8b

• To prepare an Acceptance of Resignation letter within 1 week after receiving it.
• To conduct Exit Interview with employee on employee\xe2\x80\x99s LWD or at least 1 day before.
• To ensure that the employee returned all company\xe2\x80\x99s property and assets.
• To ensure that employee did a proper handover (with handover list) to either the HOD or successor.

JOB REQUIREMENTS:\xe2\x80\x8b\xe2\x80\x8b

• Well knowledge in all HRDF / EPF, Socso, LHDN Skills
• Experience in industry of FMCG / Consumer Food Trading
• Good English writing, speaking and communication skills

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