HR Assistant- Hybrid Work Arrangement

onBOARDING – ensures that a newly onboarded employee has complete 201 records and employee data to confirm legitimacy of employment.

by:

○       Secure and create 201 file per employee.

○       Collate pre-employment requirement based on checklist.

○       Coordinate with the Recruitment Team or employees to secure and complete pre-employment requirements

○       Encoding to HRIS accurate employee details in plantilla and prepare file use to upload to HRIS.

○       Updates 201 file and ensures completeness.

○       Maintaining an updated plantilla tracker at all times.

○       Provides data to HR data analytics.

○       Secure copy of signed contracts and Job offers of the employee before the deployment

○       Uploading of new hires to HRIS

○       Provide employment contracts for new hires upon request with complete documents reference (Back-up)

○       Ensure active client contracts (Service Agreement) or duration of client date of engagement to support the employment contract duration.

○       Secure welcome email and activate account

OFFBOARDING  –ensures that an offboarded employee has been recorded and properly reported to attrition tracker with the complete requirements to confirm legitimacy of separation with the organization.

By:

○       Ensure that properly reported to attrition tracker with attached documents

○       Checking and validating details on the Exit documents (Employee exit form and employee clearance)

○       Securing the completeness of documents submitted (Signed Resignation Letter, Employee clearance and valid ID)

○       Providing feedback to Area Supervisors regarding the submitted offboarding documents.

○       Encoding or endorsing of employee details to account the employee to centralized External clearance Tracker

○       Update employee database or Plantilla and HRIS for proper recording of the attrition.

○       Provides data for HR data analytics.

EMPLOYEE MOVEMENT –  ensures that all movements for all external employees under your account had been recorded and secured proper documentation.

By:

○       Providing employee details subject for preparation of Contract Extension, regularization memo and employee movements.

○       Request necessary documents before the movement of the Employee.

○       Updating Employee movement tracker

○       Endorsement of employee movement to Supervisors for issuance

○       Ensure the signed documents and update to tracker.

○       Updating HRIS

HRIS – protects employee data/201, tracking movements and ensures completeness of documentation.

By:

○       Providing pre employment requirement checklist.

○       Collating submitted pre employment and securing them for 201.

○       Sending the Employee Information Update on an annual basis or as needed.

○       Tracks and monitors employee movements and demographics.

○       Conduct annual 201 audit.

○       Monitoring of data privacy for 201.

EMPLOYEE WELFARE ADMINISTRATION - providing assistance to secure other employee benefits such as HMO enrollment and deletion, Employee Incentive Program and other allowances and Securing Bank account of new employees.

By:

○       HMO

- Upon collection of pre employment requirement, capture the

employee essential data for the enrollment in HMO, if any based on

employee’s benefits stated in the contract.

- Encode in the tracker and send to POC for the inclusion in HMO.

- Assisting employee on utilization and or reimbursement process

- Submitting Medical Certificates of employees to OSH for verification.

- Validate the employees separation based on tracker, Encode in 

tracker and send to POC for the deletion in HMO.

○       Employee Incentives and other allowances

- Preparation of data as reference of the computation of employees

eligibility of Incentives and other allowance, if any on a timely manner

(SIP)

○       Securing Bank Account/Enrollment

- Monitor the employees response from Bank Account enrollment

tracker

- Consolidate and ensure the completeness of data before endorsing to

Line Manager to Service provider.

EMPLOYEE VERIFICATIONS – ensures that no ghost employees are in the organization and employee information are provided for as and when needed.

by:

○       Facilitating request for Certificate of Employment

○       Facilitating responses to request for Background Investigations on former employees.

OTHERS

Other duties and responsibilities which may be required by Management