HR Operations Administrator 2 (1 Year Contract)

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

Life at BAE Systems Digital Intelligence

We are embracing Hybrid Working. This means you and your colleagues may be working in different locations, such as from home, another BAE Systems office or client site, some or all of the time, and work might be going on at different times of the day.

By embracing technology, we can interact, collaborate and create together, even when we’re working remotely from one another. Hybrid Working allows for increased flexibility in when and where we work, helping us to balance our work and personal life more effectively, and enhance well-being.

Diversity and inclusion are integral to the success of BAE Systems Digital Intelligence. We are proud to have an organisational culture where employees with varying perspectives, skills, life experiences and backgrounds – the best and brightest minds – can work together to achieve excellence and realise individual and organisational potential.

Division overview: Functions

At BAE Systems Digital Intelligence, we pride ourselves in being a leader in the cyber defence industry, and the business could not operate without all the dedicated work of our Functions teams. From Finance & Operations through Communications & Marketing, to HR and Site Operations and more, our Functions teams enable our divisions to implement ground-breaking digital transformations and crucial defence software.

As part of Functions, you will be supporting and partnering with our global business from the backline, being a strategic advisor within your specialist area, and ensuring the business runs smoothly and efficiently. We all have a role to play in defending our clients; and this is yours.