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Human Resource & Administration Assistant Manager

Job Title: Human Resource & Administration Assistant Manager
Location: Singapore
Reference: 72A0062F372B94F2
Job Published: January 06, 2022 03:36

Job Description

Roles & Responsibilities


The People Experience & Administration Assistant Manager (PX) - Singapore, is responsible for driving all people related matters and managing the day-to-day implementation of People Experience initiatives and policies in both operational and strategic levels in order to achieve high performance and high engagement organisation.

The role will be working closely with the Country Manager (CM), Country Leadership Team (CLT), Regional People Experience Manager (RPXM) and the People Experience teams in both Regional and Global offices, to develop and deliver a number of programs and campaigns aiming to provide our people with the best employment experience.

Key responsibilities are as follows:

  • Manage employee lifecycle processes from attraction and acquisition of talents to on-boarding, capability and career development through to exit and separation.
  • Deliver great employee experiences through effectively administrating employee processes and records in SuccessFactors (personnel database)
  • Drive talent management to identify and carry out succession planning initiatives.
  • Responsible for creating and implementing training and development programs and overseeing the development of careers. Sets performance metrics, evaluate productivity, and assist employees to create long-term career plans within an organization.
  • Advise and support on compensation and benefits activities such as salary surveys, salary band design, budget planning, remuneration review and review of benefits program.
  • Support and advise the management team to provide great work environments for our people through supporting facility management, occupational health and safety and broad administration activities
  • Directly support CM and CLT to create a collaborative work environment across departments through effective internal communications via such channels as internal social network website (JAM), emails, bulletin boards, newsletters, town hall, social events, and instant messaging groups, etc.
  • Collaborate with the Regional and Global People Experience teams to implement new projects and campaigns to improve and enhance employees' experiences working with IDP.
  • Oversee payroll data preparation, and coordinate with the Finance department to ensure pay is made to the employees correctly and on time
  • Oversee the statutory compliance together with Global Privacy Data Officer

    People Data and Process Integrity

  • Accountable for accuracy and up-to-date data of people information in SuccessFactors (SF)
  • Collaborate with the RPXM and SF team in designing, testing and implementing new modules in SF
  • Drive an adoption of the internal social media, JAM, to deliver a great people experience through regular content contributions and active participation in relevant discussions and topics.
  • Effectively identify opportunities to digitise people process administration to increase effectiveness and enhance employment experience
  • Talent Acquisition & On-boarding

  • Manage and facilitate the talent acquisition process by collaborating with both internal (hiring managers, CM, RPXM) and external (internal recruiting team, IDP Career Portal, recruitment agencies, job posting websites, candidates) parties through an effective use of the dedicated Application Tracking System (JobScore) to attract, recruit and hire high quality talent into the organisation
  • Ensure an effective and efficient talent acquisition process to provide a positive experience for hiring managers as well as candidates
  • Conduct analysis, assess recruitment results, and identify areas of opportunity and change. Use the data to evaluate sourcing effectiveness, determine progress and process improvement
  • Manage onboarding and induction program to provide new joiners with a smooth and seamless onboarding experience. Ensure that new joiners are properly oriented about the Company
  • Compensation & Benefits

  • Support for salary surveys to determine total remuneration position suitable for IDP Singapore, interpret results and make recommendations that support the sustainability of effective compensation and benefits programmes
  • Coordinator for budget planning, remuneration review including salary & bonus payout review, together with Country Manager
  • Conduct performance evaluations and lead bi-annual RISE calibration and promotion activities with CM and CLT
  • Oversee payroll data preparation, bank processing, and coordinate with the Finance department to ensure pay is made to the employees correctly and on time
  • Manage the administration and monitoring of benefits programs such as provident fund, life, medical, dental insurance, and leave entitlements, etc.
  • Lead and facilitate the annual salary and bonus review process by working closely with the CD, CLT and RPXM
  • Rewards & Culture

  • Develop, implement and manage differentiated employee recognition programs
  • Directly support the County Manager to create a collaborative work environment across departments through effective internal communications via such channels as emails, bulletin boards, newsletters, town hall, social events, and instant messaging groups, etc.
  • Lead the SHINE team with Company wellbeing activities. Work to deliver Corporate Social Responsibility program for the Company
  • Capability and Performance

  • Conducting training need analysis and setting up delivery/implementation plan for both internal and external training courses e.g. leadership training, digital marketing training and conferences, etc.
  • Work with CLT to develop career roadmap for all roles in phases
  • Advise and coach CLT on the training platforms and the types of training available
  • Administer and maintain training matrix and course booking, registrations and reimbursements.
  • Act as focal point for organising training and development activities in the country
  • Monitor and follow up with employees on mandatory training completion/e-Policy acknowledgement in SF
  • Policies, Compliance and others

  • Oversee the administration of Visa and work permit related issues such as application, renewal, cancellation, appealing and updating required employee information to relevant governmental agencies
  • Ensure all policy and procedures, HR Manual and employee handbook are up to date
  • Provide guidance on local employment legislation as and when requested by the CLT and employees
  • Oversee the statutory compliance related to people together with Global Privacy Officer
  • Act as Singapores Data Protection Officer
  • Office Facilities Support and Administration

  • Lead Customer Service Officer (CSO) to provide general administration support for the Singapore office
  • Collaborate with the Country Director to provide effective and efficient administrative support
  • Review, manage and review all office and service/equipment contract/agreements under charge. Ensure Contractors meet Service Level Agreements.
  • Ensure facilities are in good condition and take corrective actions if required. Report any hazards to management immediately
  • Implement preventive maintenance program to ensure company facilities are well-cared for and adequate to support the companys business operations
  • Ensure office safety is in compliance with regulations set by the building management and Wokplace Safety and Health Council
  • Respond to maintenance issues immediately upon notification
  • Conduct training, drills and exercises in fire safety and ensure that fire safety requirements set by SCDF are fulfilled
  • Mentor and coach CSO to coordinate office activities and operations to secure efficiency and compliance to company policies
  • Confidentiality: All documents and information obtained during their employment with IDP Pty Ltd shall be kept confidential, both during and after employment with IDP Pty Ltd. Please refer to the Terms and Conditions of Employment for detailed information on this clause.


    Essential requirements

  • Diploma or higher in HR Management, Business Studies/Administration/Management or related field
  • Minimum 6 years of working experience of which at least 4 years in HR function
  • Sound understanding of the principles underpinning great employee experiences and Singapore labour laws
  • Effective communication and interpersonal skills, and able to engage effectively with all levels of the organisation
  • Highly organised, meticulous, able to prioritise and multitask with minimal supervision
  • Demonstrated ability to manage internal and external relationships
  • High degree of initiative and advanced problem solving skills
  • Proactive personality with positive influence to our people
  • Desirable requirements

  • Proactive to implement process improvements
  • Experience working in MNC with matrix organisation setting
  • Experience in payroll processing and sound knowledge in taxes

  • Tell employers what skills you have
    Talent Management
    Internal Communications
    Talent Acquisition
    Process Improvement
    Interpersonal Skills
    Compensation & Benefit
    Career Development
    Facilities & Maintenance
    Employee Engagement
    Learning and Development
    Employee Relations