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PURPOSE

To provide effective, high quality, professional administration HR services to all stakeholders within the allocated area of responsibility, in compliance with BHP Billiton group HR policies, systems, practices, standards and procedures.

To support HR Business Partners and HR Specialists in execution of HR business processes by:

•  providing HR support for all businesses / processes that are not supported from HR Services in Kuala Lumpur(KL) and managing the entire coordination with KL

•  executing service delivery based on a solid understanding of terms and conditions of employment and identifying impacts related to non-standard processes

•  maintaining up-to-date, accurate, and timely employee and HR master data on behalf of the business (end-to-end SAP processing)

•  providing error free, intelligent, and forward looking HR reports that enable fact based decision making and meet business requirements

•  maintaining all HR related documentation and records in adherence to legal, statutory and compliance requirements

•  acting as escalation point for standard employee grievances / inquiries which cannot be addressed by Self Service

 

OUTCOMES

Provision of effective and efficient HR administration services in line with HR policies and procedures, payment terms and conditions that meet business requirements

The HR administrator builds strong working relationships with the key stakeholders above that are focused on:

•  Line Manager: provision of accurate HR reports and data as requested by (via HRBP, HR Specialist or line manager)

•  Employee: provision of timely and adequate support / feedback in a user friendly format (understandable) related to payroll, time and data management

•  HR Manager, HRBP, and HR Specialists: timely and accurate execution of HR administration and reporting activities that have been requested.

•  HR Services (KL) and external HR Services: effective and proper utilisation of offered services

MEASURES

Efficiency (Volume)

Time (no. of missed deadlines)

Quality (Error rate)

ROLES AND RESPONSIBILITIES (may include all or some of the following as required)

General 

•  Act as key liaison to HR Services (KL) and ensure seamless integration of HR administration processes

•  Provide support to HR related projects or change initiatives as required

•  Identify and address opportunities to improve productivity, efficiency and quality of HR administration services

•  Ensure consistent compliance to and communication of relevant HR policies and procedures to employees

•  Ensure adherence to internal and external controls and and audit requirements

Manage Personnel Administration

•  Resolve personnel admin queries received from employees and other HR staff

•  Administrate inbound and outbound correspondence – incl. responses to garnishment requests, employment verifications, etc.

•  Maintain HR / personnel records - in accordance with document management standards

Reporting and Master Data Management

•  Maintain / update employee and HR master data in 1SAP - incl. completion of bulk data changes (end-to-end data processing across the full employee lifecycle and all HR functional areas)

•  Develop and run ad-hoc and standard queries/reports in 1SAP as required to support line managers and other HR staff, ensuring data quality, robust analysis and appropriate timeliness

•  Manage 1SAP reporting processes, incl. data analysis, data quality assurance, tracking of process completion and performance, etc.

•  Provide authorised third party (e.g. public authorities) with information and statistics as required (incl. legal/statutory reporting like FBT, etc.)

•  Serve as 1SAP 'super user', ensuring proper utilisation of 1SAP and other HR systems, and providing second level user support to HR and business stakeholders

Org Structure Changes

•  Process organisation structure changes (model / analyse changes, obtain approvals, initiate and monitor 1SAP updates performed by MDO)

Manage Resourcing

•  Support HR BP and HR specialist with administrative activities, incl.:

–  produce related documentation like letter of offer / refusal, job certificate, evaluation certificate, administrate collective agreement, etc.

–  performing updates in 1SAP and other HR systems to facilitate the hire of new employees

•  informing appropriate departments of new employmentSupport HR BP and line manager with induction and onboarding activities

Global Mobility

•  Administrate transfers / relocations according to standard procedure: e.g. process 1SAP updates, send letter of confirmation, write certificates, inform appropriate departments

Employee Relations

•  Respond to standard employee queries, grievances, or other cases that have been escalated / delegated from HRBP or other stakeholders, monitor progress, track completion, and inform about outcomes

•  Provide HR BP with relevant information and insight related to employee queries or grievances that enables him to be more effective in managing cases and maintaining good employee relationships

•  Manage the disability procedure and ensure that absent employees receive relevant information

Manage Performance Review

•  Support the HR BP in monitoring and administrating the performan review process  (PEP) (extract data, run reports, process status changes, etc.)

Manage Learning

•  Support HR Specialist in updating course catalogue and course descriptions

•  Administrate course registrations (incl. related employee requests) and handle training logistics, including commercial aspects of training event

•  Compile participant evaluation and register certifications

•  Support HR Specialist in evaluation of training vendors & facilities (as required)

Manage Rewards

•  Provide administrative support for Rewards & Recognition process (incl. bonus and salary reviews, and administration of benefits and recognition programs)

•  Process requests for remuneration changes in 1SAP and provide related support to extract data, run reports for ECM process, etc.

Manage Payroll and Time & Attendance

•  Receive and process time & attendance requests (e.g. time sheets, work schedule changes) and perform related 1SAP updates (incl. absences, attendances, related allowances)

•  Perform pre-payroll reconciliation (data validation, missing data, data integrity, payroll validation)

•  Review payroll discrepancies and authorize HRS (KL) of resolution

•  Perform payroll related administration (e.g. garnishments, tax adjustments, bank rejects, loans, pay simulations, time evaluations)

Manage Separation

•  Administrate separations according to standard procedure: e.g. complete all 1SAP transactions, receive letter of resignation, send letter of confirmation, inform relevant departments (facilities, finance, etc), write certificates, archive personnel folder

KEY RELATIONSHIPS

•  Business (Line) Manager (support for activities delegated via the HR BP)

•  Employees (standardised  activities not supported by ESS or ECC)

•  HR Manager

•  HR Business Partner

•  HR Specialists in HR functions (i.e CoEs for Resourcing, Learning, IR)

•  HR Services (KL)

•  External HR Services (Outsource Providers)

•  Other departments (e.g. Finance) as required

EXPERIENCE AND QUALIFICATIONS

Competencies:

General Skills

Time Management

Result Orientation

Operational Excellence

Analytical Skills

Language Skills

Fluent in English

Technical Skills

HRIS skills

Knowledge

Knowledge of HR policies and procedures

Knowledge of HR SAP system or other similar HR ERP system

General HR knowledge (specialised fields)

Detailed transactional knowledge - Legal Requirements, SAP, Payroll etc.

Good business understanding of BHP Billiton

Qualifications: Bachelors degree in HR or related field or equivalent work experience.

 

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