Sr. HR Specialist

CORE RESPONSIBILITIES AND TASKS

DAILY OPERATIONS OF HR SHARED SERVICES

Ensure that all Service Level Agreements are being met or exceeded.

Standardize/harmonize all processes across all tasks supported and ensure Standard Operating Procedures are created and kept updated.

Create a work environment where customer service and efficiency are key focus areas in at that is handled.

Effectively execute all other primary and secondary HR process specialization work activities, while also identifying and making recommendations for realizing process efficiencies and improvements.

Identify and/or evaluate other potential activities that can be added to shared services and include in our services provided if appropriate.

Provide quality associate support in response to routine inquiries made via phone, email or team from employees, managers, HR professionals and internal business partners as well as external business contacts.

HCM CLOUD/DAYFORCE/BPM/ORC/PERFORMANCE MANAGEMENT ADMINISTRATION

1. Maintain employees information in HCM Cloud. This position is required to perform data maintenance, which includes verify and approve ORC offer letter, employees termination, any assignment changes update, such as job title changes, job grade changes, promotion, salary adjustments etc.
2. Perform data entry into HCM Cloud accurately and timely.
3. Provide HCM Cloud MSS (Manager Self Service) and ESS (Employee Self Service) support.
4. Perform HRSS function on PM (Performance Management) system, and provide guidance and support if HRBP and managers have issue/problem.
5. After Global Payroll kicks in, maintain Dayforce entry on the payroll election and leave management.
6. Support manually adjustment to the leave records if the employee is unable to apply the past leaves due to system locks in the future, once local has leaves online system
7. Runs the weekly report on the leave record to view those leave status. If the leave still on pending, will send email reminder to the respective manager to approve their subordinate's leave before month end.
8. Perform HRSS function on mySupport Case Management tool, SWU system, and provide guidance and support if HRBP and managers have issue/problem.
9. Attend case in ServiceNow from HR BP via mySupport Case Management.
10. Ensure all HR customers are trained in the use of HCM Cloud mentioned above.
11. Work with Global related partners closely on any systems, such as HR Systems and Operations and IT teams.
12. Complete regular people HCM Cloud data audits, analysis and data cleansing routines to ensure accuracy of information held and confidence in data integrity.
13. Assist in the production of HR information by ensuring data stored in HR systems is accurate and supports achievement of the HR objectives.
14. Update new hire and resignee records in BPM.
15. HRSS to view, verify, approve and extend offer letters in Cloud ORC.
16. Perform duplicate check and merge in ORC to pending worker.
17. Send communications to candidates and hiring team.

ONBOARDING/OFFBOARDING ADMINISTRATION

1. Pre-hire process if new hire disconnected; HRSS to collect candidate information and enter it directly to HCM Cloud on behalf of them.
2. Prestart Tasks for new Hire launch in ServiceNow.
3. Complete Prestart Activities by email reminder sent to New Hire's personal email in five calendar days before start date and is sent daily until the task is either complete, or the start date arrives
4. Kick Off the New Hire Pre-Start Process- Convert Employee to Active Status in HR Cloud
5. Confirm that the Employee Contract is Signed
6. Complete APAC SEA HRSS checklist
7. Conduct job orientation for new hires on their first days.
8. Process off boarding paperwork preparation and issue the termination certification and inform to external parties.
9. Maintain records of probation period expirations, initiate the notice to manager and HRBP on timely, make sure they have appropriate action to complete the appraisals or employment termination if any.
10. Provide new hires name list to China for monthly consolidation for welcome new hire announcement.
11. Introduction of HCM Cloud function to new hire.

CONTINUOUS IMPROVEMENT

Support the HRSS Manager in reviewing and re-designing HR & Payroll processes, utilizing LEAN methodology approaches to achieve auditable efficiency gains in HR processes and service delivery.

Act as Payroll Advisor in driving payroll service excellence and continuous improvement, by providing technical guidance and support to the business on payroll related matters.

Working closely with the HRBPI team to develop tools and systems that support continual service delivery and improvement.

Develop a Payroll Compliance Framework, including development of payroll operating policies and procedures and ensure alignment to S-W policies and local Payroll and Employment Law regulations.

Lead on the production of HRSS process flowcharts, Standard Operating Procedures and guidance materials for supporting employees, managers and HR.

Successfully manage projects and initiatives as needed.

HCM CLOUD/ DAYFORCE / BPM / PAYROLL SYSTEM MANAGEMENT & MAINTENANCE/HR & PAYROLL REPORTING

1. Provide payroll information to support business and legal requirements .
2. Application management of all parts for Payroll system e.g. year end & start of year system upgrades, legal changes.
3. Act as the guidance of HCM Cloud & Dayforce ensuring all users have the facilities and knowledge required for efficient completion of their systems based responsibilities.
4. Complete regular people data audits, analysis and data cleansing routines to ensure accuracy of information held and confidence in data integrity.
5. Generate HR Management Information e.g. turnover/headcount, payroll and absence reporting, and ensuring data produced is accurate and supports achievement of the HR objectives.

TRAINING & COMMUNICATION

Work in collaboration with HRBPI team, ensure HRSS customers are trained in HR systems and tools and/or have access to appropriate guidance material and resources.

Actively participate in and develop internal and external networks to build, develop and implement HRSS best practice.

Take responsibility and initiative for keeping up to date with relevant Payroll policies, processes and Payroll legal requirements to ensure payroll administration is delivered consistently and accurately.

INSURANCE ADMINISTRATION

1. Administration of all employees insurances programme.
2. Maintain effective and efficient systems to organise and administrate all employees insurance claims
3. Maintain the accuracy record of enrollment and termination in the insurance portal.
4. Liaise with medical insurance provider to register new staff, leavers, claims and cancellation of policies.
5. Maintain employee records, including up to date records of all medical insurance claims.
6. Organise the medical insurance folder effectively enabling documents to be easily found.
7. Process and submit on claims to the insurance company.
8. Follow up on medical claims which are not processed within agreed timelines.
9. Verify and process all insurance company payments as required .
10. Maintain quality customer services by responding to staff insurance inquiries efficiently and sensitively.
11. Protect customer information by keeping claims information confidential.
12. Prepare reports by collecting and summarising information.

RECRUITMENT:

Post job in ORC based on HRBP request.

1. Coordinate with Hiring Manager and HRBP for interview process.
2. Work Permit application/employee mobility:Communicate with HRBP for the foreign worker work permit application for the procedure and local immigration guideline.
3. Liaise with Newland Chase and local vendor for those new application work permit for expatriate to obtain approval and cost per requested from HRBP.
4. Obtain and preparing candidate personal documents based on vendor's instructions.

Follow up with expatriate for the status document as well SW representative.

GENERAL HR ADMINISTRATION:

Support to issue kinds of letter (if applicable), such as employment contract ,confirmation letter, employment certification, open bank account and etc.

POSITION REQUIREMENTS

Bachelors Degree in business and or related field

General HR knowledge including onboarding process, policies, Employee Engagement, understanding of payroll operations (including Kronos and POS Time and Attendance), and offboarding.

Systems knowledge of GEMS, Oracle Performance Management, Kronos and Taleo.