HR Administration Advisor

JOB TITLE & PURPOSE OF THE JOB

Job Title: HR Administration Advisor

Job Code:

Purpose of the job:

HR Administration Advisor is responsible for dealing with all incoming nonstandard HR service requests from Managers, Employees and HR Business Partners in regional hub. This involves updating systems, including salary records and creating documents. They support a range of different HR functions. The job holder must resolve as many incoming non-standard requests as possible to meet the business needs and ensure that the HRGS Hub meets its Service Level Agreements. Resolving requests includes an end to end generalist service to secure authorizations, address issues, create contracts, inform suppliers, update systems and maintain employee files; ensures accuracy and completeness of confidential personnel files and employee records; and files and retrieves documents. The job holder will also need to manage customers who are unclear about the nature of their request, provide incomplete information or request services outside the scope of the HRGS, escalating any issues whilst ensuring that confidence of the customer is maintained, and customer satisfaction goals are achieved. Organize and maintain a variety of confidential and statistical records; reports and files; prepare periodic reports. Support new team members with trainings as well as refresh trainings based on quality issues identified.

POSITION IN THE ORGANISATION

Organization structure:  

HRGS/Regional Hub/HR Administration

Reports directly to:      

HR Administration Team Lead

Other reporting to:  “Dotted line reporting” Position title

Direct reports:        

Network & Links   Position title of connected positions / functional report

Internal

• ALSTOM HR network / Site, country, corporate HR community
• HR Global Service Hubs

External

• Statutory / Suppliers

Main Responsibilities

Customer Service

• Ensure that all aspects of work are completed to SLA requirements
• Ensure that all services delivered meet general time and quality requirements.
• Ensure that escalations and requests on hold are progressed.
• Ensure effective communication and customer focused behavior to enhance customer satisfaction requirements.
• Take part in customer satisfaction reviews and projects.
• Faciliatate effective communication with customer
• Encourage customer focused behavior to enhance customer satisfaction requirements.
• Organize and/or participate in best practice forums and knowledge increase initiatives
• Develop collaborative working relationship with the customer

Outbound Services

• Support the HR global and local processes each year, running and validating reports, creating and checking letters for pay reviews, bonuses, etc.
• Support the Functional Experts and HR specialist teams in implementing and managing new services and changes to existing services through letters, contract amendments, systems updates, etc. 

Project Activities

• Ensure the understanding of and in collaboration with all involved stakeholders ensure implementation of new tools
• Support the HR global and local yearly/periodical processes - validating reports, doing random quality checks, ensuring proper collaboration with involved workstreams or HRBPs
• Drive projects to develop/improve processes, systems and standards to continuously improve service delivery.

Team Coordination Activities

• Adapt tools and methods of onboarding new team members based on previous experiences (training plan, 1 to 1s, corrective actions, etc)
• Give on the spot constructive / positive feedback based on personal observation or escalations when required and ensures timely actions to deliver results
• Responsible for developing competency test for new joiner (asscoiates)

EXPERIENCE PREREQUISITES & REQUIRED COMPETENCES

Educational Requirements

Mandatory:

• University Degree

Desirable:

• MBA with specialization in HR or equivalent will be additional advantage

Experience  

Mandatory:

• 5 ~ 8 years’ experience in HR Operations
• 5 – 6 years’ experience in Payroll compliance & Establishment compliance
• Exposure to HR Life Cycle Process, Analytics and Reporting would be an added advantage.
• Systematic and process-oriented approach

Desirable:

• Success Factors/SAP experience strongly preferred

Competencies & Skills

• Strong interpersonal and relationship building skills, adaptability to work with people from various cultures & areas of business
• Confirmed effective verbal & written communication and presentation skills
• History of making decisions with minimal guidance in accordance with policies and established procedures
• Very detail oriented, proactive and organized with strong technology and Microsoft office skills
• Ability to prioritize tasks and flexibility to change priorities when situations arise
• Good project management & analytical skills with ability to identify problems, make decisions, create solutions, and take action.
• Being able to understand company finances, resourcing and the ultimate aims of the business is important