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Jobs in Malaysia   »   Jobs in Cyberjaya, Selangor   »   Human Resources jobs   »   Office Administrator - HR and Purchasing

Office Administrator - HR and Purchasing

Cyberjaya, Selangor
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Junior HR Specialist

Posted: Apr 15, 2019

Location: Cyberjaya, Malaysia

Company: Deutsche Telekom Group

  • First HR contact for employees and personnel advisory service and care.
  • Answers and handles complex HR customers’ requests and complaints of every description by giving essential guidance and support.
  • Responsible and Assists employees with any claim, medical insurance issues, expat matters and provides administration services.
  • Handle medical claims & benefits claims. (Medical card collection, Follow-up on outstanding issues)
  • Medical enrollment & maintance – update new joiner and additional enrolment listing
  • Outpatient and inpatient claim process.
  • To ensure to update employee listing with Allianz
  • To update Intranet on the medical helpdesk & briefing session – posters & communication
  • To plan ahead the medical helpdesk & briefing session upcoming year.
  • To check and verify invoices & to ensure payment is executed.
  • Liaise with Insurer (Asia Assistance & Allianz)
  • To plan ahead the medical helpdesk & briefing session anthe medical helpdesk & briefing session
  • Annual Medical Examination Procedure
  • Follow-up on the status of medical result
  • Send out the emails to the respective supervisors for end of probation due and prepare the Confirmation of Employment Letter.
  • Update weekly and monthly HR staff reporting – Freelancer & FTE ( hiring and attrition)
  • Update the resignation list to respective Manager.
  • Handle internal communication flows to ensure up-to-date status of personal data
  • Change of Bank Account No.
  • Request of Leave report
  • Update / delete on MC or leave upon request (Update employee leave by using SAP NetWeaver)
  • Collect, complete, administrate and update employees’ personal data
  • Assist in the daily HR operational matters and provide relevant HR services to staff members
  • Responsible and Assist in the planning and organizing of staff activities (HR Social Activities Committee)
  • Prepare weekly reports.
  • Answers inquiries regarding employment verification
  • Co-ordinate the off boarding process

Prepare promotion template
  • Salary proposal
  • Prepare Promotion Letter
  • Checking & align with Policy before hand to HCC for signature & approval
  • Prepare summary listing
Annual Bonus & Salary Increment exercise
  • Preparation of bulk letters
  • Distribution listing
Consequences Management

Update Consequence Management Report to Global (monthly)

Prepare Letter for Consequences Managemnent

Prepare Consequence Management Letter
  • Show Cause
  • Warning
  • Letter Advise
  • Acceptance of Resignation
  • Letter of Demand
  • Non – Confirmation Letter
Update dashboard report


Promotion letter – prepare summary listing and fill up the promotion template

Letter of employment (upon request – request to HR2U mailbox)
  • Transfer Letter
  • Redesignation letter
  • Niche skill allowance Letter
  • Extension of Contract Letter for Expat
  • Long Service Award Letter
  • Bonus & Salary Increment Letter
  • Change of Cost Centre Letter
  • Annual Health Screening Medical Letter
Interface and contact person
  • First HR contact for employees and personnel advisory service and care.
  • Answer and handle complex HR customers’ requests and complaints of every description by giving essential guidance and support (focal point HR2U)
  • Assist employees with medical insurance issues
  • Provide administration services.
  • Arrange for medical helpdesk, briefing
  • Generate letters that comply to the TSMY policies and procedures
  • Verify Confirmation of employment
  • Co-ordinate the off boarding process
  • Provide support to HR Shared Services Centre
HR Reports
  • Consolidate local and global reporting
Administrative Supporter
  • Execute HR administrative activities in HR Shared Services Centre
  • Support HR Analyst in updating employees personal data.
  • Administrate personal files of employees in paper as well as in electronic form
Process improvement
  • Provide feedback and improvement area in HR administration matter
Personnel Measure Assistant
  • Upholds service mentality and adhere to Guiding Principles at all time.
  • Be a back up support to other colleagues in Shared services Centre
Hard skills
  • A degree in Human Resources or equivalent.
  • Excellent working knowledge of MS Office.
  • Experience in compiling and preparing statistics and generating reports.
  • An SAP HR experience would be an added advantage.
  • Sound knowledge of administration processes
  • Knowledge of Human resources environment and basic labour law knowledge would be an added advantage
  • Conceptual understanding of recruitment methodologies and processes
Soft skills * Interpersonal skills: open minded, ability to operate within business organizations through social communication and interactions
  • Communication skills: Ability to express clear articulate and encourage open communication. Effective interpersonal presentation and interpersonal skills.
  • Listening skills: Patient and attentive.
  • Public Relations skills: Project and market positive proactive image of HR
  • Collaboration skills: Build close relationships with key managers, grasps opportunities for growth and profitability and be sensitive to the needs of business.
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