Job Description

Functional Tasks - Hiring

• To collect and store the complete hiring document for all new hire process
• To collect and store the complete hiring document for all new rehire process.
• To collect and store the complete hiring document for all new transfer between DPDHL group process.
• To execute Hiring action in system based on employment pack submitted from Business Unit to askHR
• To execute Re-Hiring action in system based on employment pack submitted from Business Unit to askHR
• To perform data audit upon completion of each hiring process to ensure high level of accuracy for each HR entry.
• To create IT ticket for necessary access request
• To communicate in professional manner with respective business owner upon completion of the hiring process

Functional Tasks - Movement & Organization Management

• To collect complete and approved document to support all movement process which include but not limited to the following condition
• Transfer
• Intra-company Movement
• Secondment
• Promotion/Ad-hoc promotion
• Renewal
• Extension of Contract
• Resume Work
• Prolonged Illness, etc
• To execute movement action in system based on approved request given by Business Unit.
• To perform generation of relevant letters for employee movement as stated above. (Except AU/SGDSC)
• To execute data creation/update/change in organization structure in system upon receiving approved request from Business Unit.
• To execute data creation/update/change in organization structure in system based on the approved annual manpower planning.

Functional Tasks - Cessation

• To collect and store all complete and approved documentation relating to all cessation process which include but not limited to the following processes:
• Suspension of Service
• Termination
• Resignation
• Retirement
• End of Contract
• Mutual Separation Scheme
• Voluntary Separation Scheme, etc
• To execute cessation / separation action in system based on approved request given by Business Unit.
• To perform generation of relevant letters for employee separation as stated above except Termination and Involuntary Suspension. (Except E-Commerce Solutions, ID Express)
• To update FA & IT on the employee departure for their subsequent action (if applicable). (Applicable for ITS and AU DSC).

Functional Tasks - Personal Data Update & Benefit Management
To collect and store relevant supporting document for processes which falls under Personal Data Update and Benefit Management.

• To perform maintenance of Personal Administration data on ad-hoc basis upon receiving approved request from Business Unit or through self-initiated (Employee Self Service - ESS) process.
• To perform system update for annual salary increment, bonus and promotion, including performance rating based on the approved information by Business Unit.
• To perform generation of letters to employees based on predefined templates.
• To perform update of system for payment data upon receiving payment information from authorized parties (Business Unit / Approved 3rd Parties) for processing of third parties contribution / deduction application (where applicable)
• To perform system update of deduction due to over claim or invalid claim as instructed by Business Unit.
• To suggest/proposal on recovery/payment in the case of overpayment or recovery
• To verify and resolve discrepancies (if any) in HR data update by collecting and analyzing HR data and confirm discrepancies with authorized Business Unit Users.

Functional Tasks - Time & Attendance Management

• To perform the maintenance of employee working time and work scheduling, including changes of working time, shift patterns and substitutions.
• To perform the maintenance and updating of employee time related payments (including overtime, shift allowances, and other allowances due to employees based on their working time).
• To perform the maintenance of employee leave entitlement which includes the generation of leave entitlement report; resolve incidents raised by employee relating to incorrect quota and subsequently the update of system master data.
• To perform the update of all paid leave records, i.e. creation and cancellation of all leave types including replacement leave, prolonged illness, carry forward leave as well as replacement leave quota that have been approved (supervisor/HR) into system.
• To perform the update of all unpaid leave records, i.e. creation and cancellation of all unpaid leave types that have been approved (supervisor/HR) into system

Functional Task - Payroll Processing

• Resolve assigned payroll tasks / service requests based on relevant askHR standard operating procedures (i.e. regular and off-cycle payroll run and reporting)
• Seek resolution for enquiries escalated from first-tier support (i.e. enquiries on payment amounts)
• Resolve medium to complex service requests / issues highlighted by Business Unit/Employee/Checker by applying analytical problem solving skills prior to escalating to Team Lead for further review / resolution
• Troubleshoot system errors and determine corrective action to be taken (i.e. IT change requests, data corrections). Test new system functionality for flaws and impact to other functionalities
• To ensure all pay elements are thoroughly vetted through and has necessary approval to pay
• To perform 100% check and validation on all payroll register to achieve 100% accuracy prior to sending to Team Leader
• To maintain at all time the watch list for ease of checking.
• To ensure all reference documentation relating to the payout are properly and efficiently stored to avoid unnecessary loss of time for tracking.
• To ensure all reports are sent according to the agreed timeline.
• To fully adhere to the sensitivity of data and recipient when sending the reports
• To perform all steps within payroll processing with utmost confident, efficient, professional with full adherence to the payroll calendar
• To ensure all annual activities such as Merit, Bonus, Tax, Leave are fully completed with 100% accuracy.

Continuous Improvement

• Identify potential areas of improvement and recommend solutions to Team Lead.
• Participate in Users Acceptance Testing (UAT) and update findings in the UAT templates.
• Work with Team Lead to ensure that projects are executed timely, accurately and within budget.
• Update SOPs when required.
• Assist in End User Training.

• Diploma/Degree Holder or equivalent by experience, preferable Degree in the following fields; HR, Mathematics, Economics, Business
• 3 - 4 years of HR working experience preferably in shared service or outsourcing environment
• Good customer-service skills with an ability to handle multiple transactions and customer requests
• Preferably with experience processing outsourced HR for different countries
• Experience working in large, diverse teams
• Highly meticulous
• Open to Fresh Graduate
• Good grasp of knowledge of HR process, employee life cycle and payroll processing.
• Good knowledge in multiple HRIS system and computing tools including Words, Excel and PowerPoint.
• Understand inter-dependencies, interfaces and touch points of HR data/process
• Experience in at least two HRIS system
• Experience in generating & customizing reports