Human Resources Assistant Manager (CIPD 5)
Direct Report to: Finance Director
Dotted-line Report to: CHRO (HQ)
Objectives
This role of the fulfills HR function also facilitates various administrative functions, including recruitment, onboarding, employee records management, and HR-related inquiries. This role plays a crucial part in ensuring the smooth operation of HR and administrative processes.
Responsibilities
Payroll
- Correctly record and monitor all employee holiday requests on the HR system.
- Check the voicemail for employee absences daily.
- Collect, calculate, and input data to maintain and update payroll information.
- Compile summaries of earnings, taxes, deductions, leave, disability, and non-taxable wages and report on these.
HRM - Research compensation standards set by industry and governing bodies to update salary structures and administer employee benefits.
- Handle employee requests regarding human resources issues, rules, and regulations.
- Ensure all employee information is complete and up to date. Maintain and update records, files, and documents while ensuring confidentiality and data integrity.
- Ensure compliance with relevant employment laws and regulations and assist in maintaining and updating the employee handbook.
- Provide support and draft letters for disciplinary and investigatory meetings.
- Control all access fobs for the site, including the face recognition interface.
- Collaborate with supervisors or management on employee separations, including conducting analysis and recommending improvements to address retention and engagement.
- Oversee exit interviews and procedures.
- Maintain accurate records, prepare reports, and ensure compliance with all applicable employment laws, regulations, and internal policies.
- Support international workers, including visas, housing, logistics, etc.
Recruitment - Collaborate with the production director/manager and local supervisor to ensure headcount requirements are met.
- Post job openings online, shortlist candidates, and schedule job interviews.
- Create recruitment plans, interview schedules, and evaluation standards in accordance with HR methodologies and labor laws.
- Prepare job offers, contracts, job descriptions, and associated documentation.
- Gather, verify, file, and update job descriptions for all positions.
Employee Relations - Develop and implement initiatives to enhance employee engagement, satisfaction, and morale.
- Collaborate with teams to promote a positive work culture, diversity and inclusion, and employee well-being.
- Facilitate effective communication channels between management and employees, ensuring open lines of communication, disseminating important information, and addressing employee concerns or questions.
- Support special projects, events, or initiatives as assigned. Collaborate with team members to ensure smooth workflow and task completion within deadlines.
- Provide quotes for noise assessments, healthcare, and other needs as required.
Human Resources Development - Coordinate orientation and training sessions for new employees.
- Assist with managing training and development programs across the business and delegating tasks to responsible HR employees.
- Help identify training needs and book training as requested.
Performance Management System - Assist in monitoring and obtaining feedback on KPIs along with record-keeping.
- Track and report Key Performance Indicators for every employee and team.
- Review performance management reviews per department to present to the Finance Director.
Administration - Monitor office and canteen supplies, cleaning products, production labels, workwear, safety boots, etc., and place orders as needed. Maintain inventory records, reconcile invoices, and coordinate equipment maintenance or repairs.
- Maintain and order office supplies as needed.
- Arrange travel itineraries, including flights, accommodations, and transportation, for company personnel.
- Process travel expenses, maintain records, and ensure adherence to travel policies.
Others - Stay up to date on relevant industry trends and employment legislation to ensure organizational compliance.
- Provide HR support to the Finance Director.
- Provide regular departmental feedback to the Finance Director and CHRO regarding HR duties and activities.
- Perform other appropriate duties as assigned by management.
Reporting - Generate weekly reports on HR matters such as absence, attendance, disciplinary actions, and grievances, ensuring completion of return-to-work processes.
- Produce the weekly HR report for the sales and operations meeting.
- Act as secretary for note-taking in all HR meetings with HQ.
- Represent HR at weekly health and safety meetings.
- Conduct monthly headcount trend analysis per department.
- Perform other appropriate duties as assigned by management.
Qualifications - Bachelor's degree in human resources, Business Administration, or a related field.
- At least 3 to 6 years of experience in all-round HR functions in a global organization.
- 5 or more years of experience in a supervisor or assistant manager role.
- Excellent organizational and multitasking skills.
- Excellent interpersonal, written, and oral communication skills with the ability to assist with problem-solving.
- Ability to work independently and collaboratively.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Strong attention to detail and accuracy in data entry and record-keeping.
- Excellent reporting skills and document management.
- Administration experience with exposure to handling queries, problem-solving, and ad hoc projects.
- Knowledge of the local housing market and contacts is a plus.
