Junior Payroll & HRIS Specialist

Position Purpose
The Junior Payroll & HRIS Specialist will support the Payroll & HRMS Administrator by assisting in maintaining employee data within the HR Information System (HRIS) and aiding in the payroll process. This role also includes running regular reports and providing support for HR-related inquiries.

Key Responsibilities
HRIS Management:
• Employee Data Entry/Profile Creation: Assist in entering and maintaining employment and personal details for new employees in the HRIS to facilitate smooth on boarding.
• Data Update/Employee Movement: Support updating employee data, including promotions, department or manager transitions, and salary adjustments to ensure data integrity.
• Document Upload: Collect and upload necessary documents into the HRIS, ensuring accurate and secure record-keeping.
• Employee Confirmation Tracking: Monitor employee probation periods and notify relevant Business Partners or managers for timely confirmation decisions.
• Employee Deactivation: Assist in processing employee separations by supporting the completion of the Employee Movement Form (EMF) and deactivating resigned employees in the system.
• Holiday Entry: Update the HRIS calendar with public holidays to facilitate accurate leave management.
• Leave Report Assistance: Help prepare and provide leave reports as required by payroll and HR departments.
• Expiry Date Monitoring: Assist in tracking contract expiry dates and notify relevant stakeholders to facilitate timely renewals.
• Report Generation: Support in extracting and preparing employee detail reports, including new joiners, resigned employees, and other HR-related reports as needed.
• Regular Report Generation: Run regular reports for leave balances, payroll, and contract expiry dates, and provide them to the HR Director upon request.
HRIS Advanced Support:
• Organization Unit Setup Assistance: Aid in configuring organizational units within the HRIS to ensure accurate organizational structure representation.
• Leave Configuration Support: Assist in maintaining and setting up leave policies and configurations in alignment with company policies.
• Calendar Setup Maintenance: Help maintain and update the HRIS calendar, reflecting organizational needs and public holidays.
• Troubleshooting Support: Provide basic troubleshooting for any technical issues related to HRIS configurations and escalate complex issues to the HRIS Specialist.
Payroll Assistance:
• Payroll Data Review: Help review payroll reports and timesheets to identify discrepancies before processing payroll transactions.
• Payroll Processing: Assist in the accurate and timely processing of payroll under supervision.
• Employee Inquiries: Address basic payroll-related queries from employees and escalate more complex issues as needed.
General Support:
• HRIS Training: Provide basic HRIS training and support for new employees to ensure they understand the system.
• Additional HR Support: Assist in other HR initiatives and tasks as assigned by the Payroll & HRMS Administrator.

Requirement
• 1-2 years of experience in HRIS, HR, or payroll is preferred.
• Strong attention to detail and basic data entry skills.
• Basic understanding of HR processes and data management.
• Good communication skills in English, both verbal and written.
• Basic proficiency in Microsoft Office (Excel, Word) and willingness to learn HRIS tools.
• Ability to handle confidential information with discretion.