Senior Executive, HR Operations

The Roundtable on Sustainable Palm Oil (RSPO) is a global partnership to make palm oil sustainable. Today, the RSPO is a global, non-profit organisation with over 6,000 voluntary members across 104 countries and territories, representing every link in the supply chain: oil palm producers, palm oil processors and traders, consumer goods manufacturers, retailers, banks and investors, environmental or nature conservation non-governmental organisations (NGOs), and social or developmental NGOs.

At RSPO, we believe that our success is built by the passion, dedication, skills, and expertise of our people. They are the ones who drive our organisation to new heights and guide us through the next phase of our development.

The Senior Executive, HR Operations, provides timely and well-organised administrative and operational support across the HR Services functions. This role ensures smooth HR processes, accurate record-keeping, and contributes to enhancing the employee experience from onboarding to exit. This position serves as a key contact point for employees and contributes to an efficient and well-governed HR function.

The location of this role is Kuala Lumpur, Malaysia.

KEY ROLES & RESPONSIBILITIES

Duties include but will not be limited to the following:

HR Documentation

• Maintain, update, and organise personnel files (both physical and digital) and employee records.
• Ensure proper HR document control, filing, and compliance with record-keeping standards.

Payroll & Benefits Support

• Process monthly employee claims and assist in preparing payroll inputs.
• Handle administrative tasks for new joiners and leavers, including document preparation, health insurance registration/termination, and system updates.
• Support day-to-day HR operational matters and respond to routine administrative requests.

Talent Acquisition Administration

• Post job vacancies on approved platforms and track posting status.
• Update candidate information in the talent database and recruitment dashboards.
• Assist in onboarding processes, including preparing onboarding documents, welcome kits, coordinating induction sessions, and completing checklists.
• Provide administrative support for employer branding and other recruitment-related activities.

HR Data & Systems Administration

• Update employee information in HR systems and backend databases.
• Maintain and update benefits tracker and employee entitlements.
• Process staff movements such as transfers, promotions, and reporting line changes.
• Assist with data verification and preparation of standard HR reports.

Compliance & Document Processing

• Handle stamp duty submissions, visa-related documentation, and statutory forms.
• Prepare HR letters, memos, and other employment-related documents using standard templates.
• Support administrative processes related to staff movements and compliance requirements.

General HR Support

• Serve as the first point of contact for general HR enquiries from employees.
• Provide day-to-day administrative support to the HR Services team in accordance with HR policies and procedures.
• Assist with coordination of HR activities, meetings, and ad hoc tasks.

Apart from the duties stated above, to perform any duty or duties reasonably assigned.

THE SUCCESSFUL APPLICANT

Education

• Diploma or Degree in Human Resources, Business Administration, or related field.

Experience

• At least 5 years of experience in HR operations or HR generalist role

Technical and Professional Knowledge

• Strong knowledge in HR operations, including recruitment processes, benefits management, payroll administration and employee lifecycle processes
• Understanding of HR policies and procedures
• Familiarity with HR systems and databases
• Experience working with payroll vendors and third party HR service providers
• Proficient in MS Office (especially Excel, Word and PowerPoint)
• Strong proficiency in English (written and spoken)

Other Special Requirements

• Experience working in a global environment is preferred

ESSENTIAL SKILLS

• Detail-oriented, organised, and capable of handling multiple tasks efficiently
• Proactive and solution-oriented
• Ability to handle confidential information with discretion
• Ability to work independently and collaboratively in a global environment
• Team player with a service-oriented mindset