Assistant, Human Resources & Administration @ PENANG (N)

Job Scope / Responsibilities : Job Summary Responsible to support key roles and functions of HR and administration. Job Responsibilities 1. Daily a. Maintains and files employee leave records, leave balances and medical expenses. b. Assist in Purchasing 1) Create Purchase Order 2) Collate Purchase Orders and Purchase Requisitions to order materials, goods and supplies. 3) Prepare Purchase Requisition summary report for verification/approval by PGEO, Pasir Gudang 4) Negotiating with suppliers and vendors to gather quotes, order supplies and maintain office inventory 2. Weekly a. Check employee attendance record (late check-in, early check-out, no punch, overtime, leave and absenteeism. b. Inspect general area / compound cleanliness. (Vehicle parking areas, washrooms, prayer rooms, dining area, training room, board meeting room and pantry room) and condition of facilities (water distributors, wash basins, hand soaps and hand dryers). 3. Monthly (1st week every month) a. Update and file new forms/documentation for permanent employees and forms/documentation for departing employees. b. Verify outsourced contract workers entering and exiting for the previous month, check passport records, permits, typhoid injections and the validity of food handler training (if applicable). c. Support coordination of internal or external employee training sessions, workshops and activities. d. Prepare tardiness report to Management and HODs for review. HRA Department will take the appropriate actions. 4. Quarterly (Mar, Jun, Sep & Dec) a. Arrange laundry for prayer room carpets and prayer mats. 5. Half yearly (Jun & Dec) a. Arrange and communicate with service provider on water dispenser servicing. 6. Annually (Dec) a. Arrange and communicate with service provider on drainage desludging servicing. 7. All time a. Responsible for supporting the hiring of employees by sharing job postings (Executive and key roles: JobStreet, LinkedIn; Non-Executives and below: Indeed, MYFutureJobs, social media and internal advertising) b. Performs other related tasks assigned from time to time. Requirements : Education & Qualification Minimum Primary/Secondary School/ SPM/“O” Level or equivalent qualification recognized or work equivalent Technical Skills & Professional Knowledge 1. Computer skill 2. Human Resource and administration task 3. Interpersonal skill 4. Communication skill 5. Confidentiality 6. Positive Thinking 7. Administrative skill 8. Event organizing 9. Technical skill (online platform) 10. Proper Etiquette 11. Adaptability 12. Multitasking 13. Some knowledge on: - a. National Wages Consultative Council Act 2011 b. Personal Data Protection Act 2010 c. Employees’ Minimum Standards of Housing, Accommodations and Amenities Act 1990 d. Dental Act 1971 e. Medical Act 1971 f. Employees Social Security Act 1969 g. Industrial Relation Act 1967 (IRA 1967) h. Employment Regulation 1957 i. Employment Act 1955 (EA 1955) j. Holidays Act 1951 Competencies Able to make and assess personal/team decisions and align actions with organisation’s vision and mission. Able to establish and maintain open/trusting relationships with colleagues and stakeholders to nurture collaborative partnerships and work towards a common goal. Able to contribute and encourage new ideas and approaches to support business growth; demonstrate openness to and enthusiasm for new initiatives and appropriately challenges the status quo; adapt and improvise quickly, appropriately, and decisively to internal/external changes. Able to display accountability for team and personal decisions/outcomes and take proactive actions to achieve results with dedication to follow through on commitments; create plans and manage resources to accomplish and deliver self and team’s commitments. Able to understand and prioritise stakeholders’ needs/expectations and develop solutions to improve service delivery. Able to appreciate the complex interrelationships between external factors and internal business operations and develops strategic plans in response to market shifts and shocks anchored on organisation's vision, purpose, and strategy. Able to nurture the culture of learning organisation. Able to develop strategic plans in response to market shifts and shocks to accomplish organizational goals; adaptability to changes in business landscape.