OBJECTIVE OF JOB
To support efficient and compliant HR operations through the delivery of Regional Payroll, HRIS & Workforce Data Administration, and Compliance & Governance activities, ensuring service excellence, data integrity, effective controls, and adherence to corporate and regulatory requirements.
JOB DESCRIPTION
(1) Regional Payroll
(a) Vendor Management
- Work closely with Payroll Service Providers and Local HR teams on payroll operations and system-related matters.
- Ensure efficient, accurate, and timely payroll service delivery across supported markets.
- Act as the key liaison between service providers and business stakeholders.
- Monitor payroll service performance, SLA/KPI achievement, and follow up on corrective actions.
- Support user communication, training, change management, and continuous improvement initiatives.
- Maintain payroll-related documentation and records.
(b) KPI Dashboard
- Maintain payroll KPI dashboards, including performance, incentive, and penalty tracking.
(c) Payroll System Security & Governance
- Collaborate with IT and service providers on payroll system security and access-related matters.
(2) HRIS & Workforce Data Administration
(a) HRIS Administration
- Maintain employee data and process employee lifecycle transactions within HR systems.
- Ensure all transactions are completed accurately and within established timelines.
(b) Workforce & Headcount Reporting
- Generate and maintain workforce and headcount reports, including reports with and without salary information.
- Review, validate, and maintain the accuracy of workforce data prior to distribution.
- Ensure workforce reporting remains accurate and aligned with supporting HR systems.
(c) Workforce Planning & Reporting
- Support workforce planning, budgeting, and reporting activities through HR planning and reporting systems.
- Perform data reconciliation and validation across relevant systems during planning cycles.
- Assist in workforce planning and reporting activities as required.
(d) HR Data Management & System Support
- Extract, analyse, and maintain employee data to support reporting and operational requirements.
- Maintain data integrity across HR systems through regular validation and correction activities.
(e) Employee Services & Administration
- Process employment verification requests and employee data-related applications.
- Support HR administrative enquiries relating to employee data and records.
(f) Reporting & Monitoring
- Generate, review, and monitor operational reports and exception logs, such as
- OS HRS Aging Report
- EWD Error Log
- Monitor and resolve data issues identified in reporting outputs.
(3) Compliance & Governance
- Coordinate HR-related audits, certifications, management system requirements, and compliance reviews (e.g. ISO 9001, ISO 14001), including documentation, stakeholder coordination, audit readiness, corrective actions, and closure of findings.
- Review and maintain HR policies, procedures, work instructions, and governance documentation to ensure alignment with business, regulatory, and corporate requirements.
- Support the execution of HR Compliance Master Plan activities, including user access reviews, data retention, and data deletion requirements.
- Coordinate sub-certification, internal control, risk management, and compliance activities in collaboration with relevant stakeholders.
- Support information governance, data classification, and records management activities in accordance with corporate requirements.
- Coordinate HR and system-related audits, including payroll vendor governance and compliance reviews.
- Maintain and administer HR system user access rights in accordance with segregation of duties, four-eye principle, and internal control requirements.
- Ensure internal control documentation and testing requirements are maintained and available for audit purposes.
- Ensure HR and payroll records are maintained in accordance with applicable retention, governance, and compliance requirements.
EDUCATION LEVEL/TRAINING
- Bachelor's Degree in Human Resource Management, Business Administration, Finance, Accounting, Information Systems, or a related discipline.
- Professional certification or training in payroll, HR operations, HR systems, data analytics, employment law, compliance, audit, or project/change management would be an added advantage.
EXPERIENCE
- Minimum 1–3 years of relevant experience in payroll operations, HR services, HRIS, compensation and benefits, or HR shared services environment.
- Hands-on experience coordinating payroll delivery with outsourced payroll providers or shared service partners, including issue resolution, service monitoring, and SLA/KPI follow-up.
- Experience in HR data management, workforce/headcount reporting, system administration, employee lifecycle transactions, and data validation across HR platforms.
- Exposure to audit, compliance, user access management, internal controls, records retention, data privacy, or ISO-related coordination is preferred.
- Working knowledge of HR policies, and employee administration practices.
- Experience supporting regional or multi-country HR/payroll operations within a matrix organization would be an added advantage.
KNOWLEDGE/SKILL
- Good understanding of end-to-end payroll operations, payroll calendars, cut-off timelines, vendor governance, payroll controls, and service delivery processes.
- Strong knowledge of HRIS, HR master data, employee lifecycle transactions, reporting processes, and data integrity controls.
- Ability to prepare, validate, and interpret workforce reports, headcount reports, KPI dashboards, aging reports, and payroll/HR operational metrics.
- Sound understanding of compliance requirements relating to payroll records, user access rights, segregation of duties, four-eye principle, data retention, internal controls, and audit readiness.
- Strong analytical, problem-solving, coordination, and follow-up skills, with the ability to identify issues, track actions, and support continuous improvement.
- Good stakeholder management and communication skills, with confidence in working with HR teams, business users, IT, compliance, and external payroll service providers.
- Good command of spoken and written English and Bahasa Malaysia, with the ability to communicate clearly and professionally across functions and countries.
- Proactive, organized, resourceful, meticulous, discreet, and able to handle confidential employee and payroll information with a high level of integrity.
- Proficient in Microsoft Office applications, especially advanced Microsoft Excel; working knowledge of PowerPoint, Word, and reporting tools.
- Familiarity with HR systems such as Workday, HRWT, ESS, ePars, HR eData, or equivalent systems would be an added advantage.
