Job Description

Executive, Employee & Industrial Relations

DUTIES AND RESPONSIBILITIES

The Executive, Employee & Industrial Relations provide operational support and assistance to the Advisor, Human Capital Transformation & Special Projects in effectively managing various HR transformation initiatives, employee relations matters, and compliance activities.

KEY ACCOUNTABILITIES

Employee/Industrial Relations:

• Facilitate day-to-day administrative tasks concerning employee relations, including organizing and managing employee files, updating databases, and preparing reports for HR management.
• Aid in coordinating employee-related events and programs such as team-building activities, recognition programs, and wellness initiatives, aimed at fostering a positive work environment and boosting employee morale.
• Act as a primary point of contact for employees seeking information or assistance with HR-related matters, directing inquiries to the appropriate channels or personnel.
• Collaborate with HR team members to ensure timely and accurate communication of HR policies, procedures, and updates to all employees, thereby promoting transparency and compliance.

Disciplinary/Performance Improvement Plan (PIP) Process:

• Record disciplinary actions, performance improvement plans (PIPs), and other relevant employee documentation into the company’s HRIS or database accurately and promptly.
• Maintain physical and electronic employee files in an organized manner, ensuring proper labelling and accessibility for reference.
• Assist in conducting regular audits of employee records to ensure compliance with company policies and legal requirements.
• Support the generation of reports and analyses based on disciplinary and performance management data to identify trends and areas for improvement.

Grievances Management:

• Maintain organized physical and electronic files of grievance cases, ensuring proper documentation and confidentiality.
• Provide administrative support in scheduling grievance meetings, arranging facilities, and facilitating smooth proceedings.
• Draft and review communication materials related to grievance procedures for clarity and consistency.
• Distribute communication materials regarding grievance procedures to employees through various channels to enhance awareness.

HC Transformation Initiatives:

• Assist in managing logistical aspects of HC transformation events, including catering, equipment setup, and transportation.
• Coordinate with vendors to procure necessary materials and resources for HC transformation activities.
• Track inventory for HC transformation materials and supplies and manage budgets and expenses related to initiatives.
• Ensure financial accountability and adherence to budgetary guidelines.

Group M&A Special Projects:

• Arrange venues for meetings and workshops, coordinating with internal teams and external vendors.
• Manage logistical aspects of virtual meetings, including scheduling and troubleshooting technical issues.
• Maintain records of venue bookings, equipment inventory, and related expenses.
• Provide updates to project leads and finance teams to ensure accurate budget tracking.

Employee Engagement:

• Assist in creating promotional materials and communications for employee engagement events.
• Coordinate with internal communication channels to disseminate information about engagement initiatives.
• Develop engaging content for social media platforms and internal communication channels.
• Solicit employee testimonials and success stories to inspire participation in engagement activities.

Organizational Behaviours and Culture:

• Collect and organize quantitative and qualitative data from culture surveys and feedback mechanisms.
• Input data into databases for analysis and reporting purposes.
• Maintain data repositories for cultural assessment findings.
• Organize qualitative data to identify patterns and trends in organizational culture.

Compliance to Relevant Legislation and Regulations Including Malaysia Employment Laws and MACC Act:

• Create and update compliance awareness materials for accuracy and clarity.
• Coordinate production and distribution of compliance awareness materials.
• Manage digital platforms for distributing compliance content.
• Track engagement metrics and feedback for insights and recommendations.

Custodian of Code of Business Conduct:

• Develop and distribute communication materials to promote awareness of CoBC principles.
• Coordinate logistics of CoBC-related training sessions and workshops.
• Create engaging training materials for CoBC education sessions.
• Compile feedback and evaluations from CoBC training sessions.

Liaison with JIM, JKM, Government departments/Agencies and Any Other External Stakeholders:

• Enter and update information related to government regulations into databases.
• Support preparation of documentation required for compliance with government regulations.
• Organize and categorize employee documentation required for government compliance.
• Provide administrative support in tracking deadlines and renewal dates for permits and licenses.

Offshore Liaison:

• Maintain repositories for documents relevant to onshore and offshore team collaboration.
• Disseminate updates and guidelines to onshore and offshore teams.
• Coordinate translation of documents into multiple languages.
• Manage feedback channels for continuous improvement and collaboration.

Partner Liaison & Org Chart-MPM, Petronas & JV Partners:

• Organize and maintain files of joint venture partnership documentation.
• Enter data from partnership documents into databases.
• Assist in updating records of key dates and obligations in partnership agreements.
• Conduct audits of partnership documentation to identify and rectify issues.

REQUIREMENTS AND QUALIFICATIONS

• Possess at least a bachelor’s degree in in Human Resource Management or related discipline from recognized universities/academic institution
• Possess a minimum of 2 to 5 years in a similar HR or related administrative role.
• HR Administrative Tasks and Database Management: Understand HR tasks and manage databases efficiently.
• Organizational Skills: Maintain organized employee files and prepare reports effectively.
• Communication: Facilitate events and handle inquiries with clarity.
• Attention to Detail: Maintain accuracy in managing employee files and conducting audits.
• Analytical Skills: Generate insightful reports on disciplinary and performance data.
• Administrative Competence: Manage grievance cases and schedule meetings efficiently.
• Confidentiality and Documentation: Prioritize confidentiality and ensure proper documentation.
• Logistics and Budget Management: Coordinate events, track expenses, and adhere to guidelines.
• Vendor Coordination: Obtain necessary materials and resources for HR initiatives effectively.

Job Requirements