Junior HR Officer

Job Summary

The Junior HR Officer will support the day-to-day Human Resources operations by maintaining accurate employee records, preparing HR documents, supporting onboarding and offboarding processes, and assisting with payroll, pension, medical reimbursement, and other employee-related activities.

The role requires strong attention to detail, confidentiality, organization, follow-up skills, and the ability to work effectively in a fast-paced environment.

Key Responsibilities

1. HR Documentation & Employee Records

• Prepare, organize, and maintain employee files and HR documentation.
• Prepare employment contracts, agreements, HR letters, certificates, and other employee-related documents.
• Ensure employee records are complete, accurate, and properly filed.
• Follow up on missing employee documents and ensure timely submission.
• Maintain both physical and electronic employee records.
• Support the preparation and updating of HR trackers and employee databases.
• Handle employee information with confidentiality and professionalism.

2. Recruitment & Onboarding Support

• Support the recruitment process, including interview scheduling, candidate communication, and documentation.
• Prepare onboarding documents and coordinate the collection of required employee documents.
• Support new employee orientation and onboarding activities.
• Coordinate with relevant departments to ensure new joiners receive required access, IDs, equipment, and other onboarding requirements.
• Follow up on probation documentation and other onboarding-related requirements.

3. Payroll Support

• Assist in preparing and reviewing monthly payroll inputs.
• Collect and verify information related to new joiners, resignations, salary changes, allowances, deductions, and other payroll adjustments.
• Coordinate with Finance to ensure accurate and timely payroll processing.
• Support the preparation and distribution of payslips and respond to basic employee payroll-related inquiries.
• Maintain accurate payroll-related records and documentation.

4. Pension Administration

• Assist with employee pension registration and related documentation.
• Follow up on pension records, employee changes, and required submissions.
• Support the preparation of pension-related letters and documents.
• Coordinate with relevant authorities and internal departments when required.

5. Medical Reimbursement & Employee Benefits

• Assist employees with medical reimbursement processes and required documentation.
• Review submitted medical reimbursement documents for completeness before processing.
• Maintain accurate records of medical reimbursement requests and follow up on pending cases.
• Support the administration of other employee benefits and allowances.

6. Employee Relations & HR Support

• Respond to routine employee HR inquiries and provide appropriate guidance or refer matters to the HR Manager when necessary.
• Support employee engagement activities and internal HR initiatives.
• Assist with employee transfers, promotions, confirmations, resignations, and other employment-related processes.
• Prepare HR letters and documentation as requested.
• Support disciplinary and employee relations documentation when required.

7. Offboarding & Clearance

• Support employee resignation and exit processes.
• Prepare and coordinate clearance documents.
• Follow up with relevant departments to complete employee clearance.
• Ensure exit-related HR documentation is complete and properly filed.
• Support the preparation of experience and employment-related letters.

8. HR Reporting & Administrative Support

• Maintain accurate HR reports, trackers, and employee databases.
• Assist in preparing regular HR reports and updates for management.
• Support HR audits and ensure required documentation is available.
• Assist with general HR administrative tasks and other assignments given by the HR Manager.
• Provide administrative support to ensure smooth day-to-day HR operations.

Required Qualifications

• Bachelor’s degree in human resources management, Business Administration, Management, or a related field.
• 0–2 years of experience in HR administration or a related HR role. Fresh graduates with relevant internship experience may also be considered.
• Good knowledge of HR documentation and employee lifecycle processes.
• Basic understanding of payroll, pension, and employee benefits.
• Good knowledge of Microsoft Office, particularly Excel and Word.
• Strong attention to detail and organizational skills.
• Good communication and interpersonal skills.
• Ability to maintain confidentiality and handle sensitive employee information.
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.

Key Competencies

• HR Administration
• Documentation & Record Management
• Attention to Detail
• Follow-up & Coordination
• Confidentiality
• Time Management
• Communication Skills
• Teamwork
• Problem Solving
• Accountability
• Ability to Work Under Pressure

Key Performance Indicators (KPIs)

• Accuracy and completeness of employee files and HR documentation.
• Timely completion of onboarding and offboarding processes.
• Accuracy and timeliness of payroll inputs.
• Timely follow-up on pension and medical reimbursement matters.
• Timely response to employee HR requests.
• Accuracy and timely updating of HR trackers and employee records.
• Compliance with HR procedures and documentation requirements.