About the role
Job Purpose
Support the effective delivery of Group HQ HR operations through workforce analytics, contract administration, grant management, employee programme coordination, and HR process support. The incumbent will work closely with HR Business Partners, Shared Services, functional managers, and external agencies to ensure accurate, timely, and compliant execution of HR processes while supporting efforts to improve operational efficiency.
Key Responsibilities
1. Workforce Analytics and HR Data Management
- Prepare recurring headcount, termination, outsourced workforce, disciplinary, staff movement, and other HR reports.
- Maintain AI manpower tracking and other workforce trackers.
- Validate data for accuracy, completeness, and consistency before submission..
2. Contract Renewal and Re-employment
- Maintain the contract renewal tracker and monitor upcoming contract expiry dates.
- Serve as the primary coordinator among HRBPs, Reporting Officers, Heads of Department and HR Shared Services to ensure timely renewal decisions and documentation.
- Prepare standard renewal documentation and update renewal details in trackers.
- Liaise with HR Shared Services on contract issuance and completion.
- Support re-employment administration, including the issuance of medical examination documentation.
3. Grants Administration
- Support the administration of AI COE, WSG CCP, CTC, CSA, EDB and other grants.
- Complete claim templates using approved employee and employment information.
- Compile and upload supporting documents to the relevant claims’ portal, subject to authorised access.
- Maintain proper records and supporting evidence for audits.
- Track claim submissions and follow up on outstanding grant receipts or documentation.
4. Employee and Programme Administration
- Support internship administration by tracking requests, checking approvals, and coordinating status updates with the Internship Team, HRBPs and hiring managers.
- Administer staff transport applications and terminations, employee communications, bus-card records, and transport cost reconciliation.
- Coordinate orientation arrangements, including invitations, room bookings, attendance tracking, and updates to Learning and Development.
- Liaise with internal stakeholders to resolve operational issues and ensure smooth execution of HR programmes.
5. Union, Engagement and Event Support
- Consolidate information on physical, social and wellbeing activities for quarterly reporting.
- Prepare approved communications relating to education awards and other union-related programmes/activities and consolidate programme feedback.
- Provide administrative and logistical support for union and employee engagement events including on-site administrative support when required.
- Support HR and Group-wide and Group HQ events such as managing registration, attendance records, and general event logistics.
6. Billing and General HR Operations
- Raise invoices and initiate billings through the relevant HR system
- Maintain accurate billing records and follow up on incomplete transactions.
- Support Long Service Award administration, including preparation and distribution of certificates.
- Any other ad hoc duties as assigned
Key Requirements
Qualifications and Experience
- Diploma or degree in Human Resource Management, Business Administration, or a related discipline.
- Preferably 3 to 5 years of relevant experience in HR operations, HR administration, HR Shared Services or HRBP support.
- Experience in workforce reporting, contract administration, grants administration or employee programme coordination would be advantageous.
- Experience working in a large or complex organisation would be an added advantage.
Skills and Competencies
- Strong proficiency in Microsoft Excel and other Microsoft Office applications.
- Comfortable working with HR systems, trackers, claims portals and billing platforms.
- Meticulous, organised, and able to manage multiple recurring deadlines and changing priorities.
- Strong planning, coordination, and follow-up skills.
- Good written and verbal communication skills.
- Professional and service-oriented when working with employees and stakeholders.
- Able to work independently within established procedures and recognise when escalation is required.
- Willing to provide on-site support for orientations, employee programmes and events when required.
- Handle employee information in accordance with data privacy and confidentiality requirements
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