Key duties and responsibilities

HR Operations & Employee Administration

• Support day-to-day HR operations and ensure timely execution of employee lifecycle processes including onboarding, confirmations, transfers, exits, and employee documentation.
• Maintain accurate and up-to-date employee records, HR databases, personal files, and workforce information in line with company standards and compliance requirements.
• Coordinate preparation, issuance, and filing of HR documents including contracts, letters, employee correspondence, and other HR operational documentation.
• Support employee onboarding processes including induction coordination, documentation collection, system setup coordination, and employee orientation activities.
  Ensure proper administration and tracking of leave, attendance, absenteeism, off-days, overtime records, and other workforce operational data.
• Support payroll preparation processes through timely submission and validation of workforce data including new hires, exits, attendance inputs, and employee changes.
• Coordinate employee medical, welfare, and insurance administration activities in liaison with employees, service providers, and internal stakeholders.
• Support implementation and consistent application of HR policies, procedures, and workforce governance standards across the business.
• Assist in coordination of employee disciplinary processes, investigations, hearings, and documentation while ensuring confidentiality and proper record management.
• Support HR audits, compliance reviews, statutory documentation management, and workforce compliance tracking activities.

Workforce Reporting & Data Support

• Support preparation and maintenance of accurate workforce reports and HR operational trackers covering headcount, attendance, leave, workforce movements, and employee records.
• Maintain and update HR data trackers, employee databases, and workforce reporting templates to ensure data accuracy and operational visibility.
• Support generation of weekly and monthly HR operational reports and workforce updates for management review.
• Assist in maintaining workforce records required for labour reporting, audits, statutory compliance, and operational decision-making.
• Ensure timely filing, tracking, and retrieval of HR operational records and workforce information.

Employee Support & Coordination

• Serve as a first point of contact for routine employee HR queries and support employee communication and coordination activities.
• Coordinate employee engagement, welfare, communication, and HR support activities as assigned.
• Support coordination of employee training logistics, meetings, induction sessions, and HR operational activities.
• Promote professionalism, confidentiality, responsiveness, and positive employee experience in all HR interactions.

Operating Governance

• Support implementation of operational HR controls, process discipline, and workforce administration standards across the organization.
• Identify gaps and support continuous improvement of HR operational processes, documentation standards, and administrative efficiency.
• Ensure confidentiality, accuracy, and proper handling of employee information and HR records at all times.
• Support People & Culture projects, operational initiatives, and other HR activities as may be assigned from time to time.

Working relationships

Internal Relationships:

• Head of People & Culture: to support day-to-day HR operations, employee administration, documentation management, and implementation of HR processes and policies.
• Workforce & Operations Lead: to coordinate workforce administration activities, attendance management, leave tracking, employee records, and operational HR support requirements.
• People Business Partner: to support employee relations administration, disciplinary documentation, onboarding coordination, employee communication, and people process execution.
• Finance: to support payroll input preparation, employee data validation, statutory documentation, labour-related administration, and payroll coordination activities.
• Commercial Teams: to support employee administration, attendance coordination, onboarding support, and operational HR process implementation within commercial functions.
• Manufacturing / Operations:to support workforce coordination, attendance tracking, leaveadministration, shift-related employee records, and operational HR support activities.
• Supply Chain / Distribution: to support workforce administration, employee records management, attendance coordination, and HR operational support across operational functions.
• Payroll Support Teams: to support payroll data preparation, employee movement updates, attendance validation, and workforce data accuracy.
• Employees: to provide first-level HR operational support, respond to routine HR queries, support employee documentation needs, and facilitate smooth employee experience across HR processes.

External Relationships:

• HRMIS Providers: to support employee data management, HR system updates, user support, employee records maintenance, and HR operational process alignment.
• Medical and Insurance Providers: to support employee medical administration, insurance documentation, staff support queries, and coordination of employee benefit-related processes.
• Outsourced Workforce Providers: to support outsourced employee administration, attendance coordination, employee documentation, compliance follow-up, and workforce operational support where applicable.
• External Auditors and Regulatory Bodies: to support HR audits, statutory compliance requirements, employee records verification, and labour-related documentation requests where applicable.
• Training Providers and Service Partners: to support coordination of employee training logistics, attendance records, documentation management, and operational HR support activities where required.

Knowledge, experience and qualifications required

• Bachelor’s degree in Human Resource Management, Business Administration, Commerce, Social Sciences, or a related field.
• 2–4 years’ experience in HR operations, HR administration, employee records management, payroll coordination, or workforce administration within FMCG, manufacturing, distribution-led, or operational environments.
• Experience supporting employee lifecycle processes including onboarding, employee documentation, leave administration, attendance management, payroll input preparation, and HR operational coordination.
• Good understanding of HR operational processes, employee records management, labour law administration, and workforce governance practices.
• Experience working with HR systems, employee databases, attendance records, and HR documentation processes is preferred.
• Strong organizational, coordination, administrative, and record management capability required.
• Good Excel and reporting capability required, including ability to maintain workforce trackers, employee records, and operational HR reports.
• Strong attention to detail, confidentiality, responsiveness, and ability to manage multiple operational priorities effectively.
• Good interpersonal and communication skills with ability to support employees and work effectively with internal stakeholders across the business.

Competencies

Technical & Behavioural competencies

Technical Competencies

• HR Operations: Strong understanding of day-to-day HR operations, employee lifecycle administration, HR documentation processes, workforce coordination, and operational HR support within a fast-paced business environment.
• Employee Records & Data Management
  Ability to maintain accurate employee records, workforce trackers, attendance data, leave records, and HR documentation while ensuring confidentiality, accuracy, and compliance.
• Payroll & Workforce Administration Support
  Understanding of payroll input preparation, attendance validation, employee movement tracking, and workforce administration processes to support payroll accuracy and operational controls.
• HR Systems & Data Management
  Experience working with HR systems, employee databases, attendance systems, and workforce information management processes to ensure data integrity and operational efficiency.
• HR Systems & Workforce Data Management
  Experience working with HR systems, workforce databases, reporting structures, and workforce data management processes to ensure reporting accuracy and data integrity.
• HR Reporting & Operational Coordination
  Ability to prepare and maintain HR operational reports, workforce trackers, employee records, and administrative reporting to support HR visibility and operational decision-making.
• Labour Law & HR Compliance Administration
  Basic understanding of labour law requirements, employee documentation standards, statutory compliance requirements, and HR governance processes within operational environments.
• Employee Support & Coordination
  Ability to professionally handle employee queries, coordinate HR operational activities, support onboarding and employee communication processes, and provide responsive HR support services.
• Documentation & Record Management
• Strong capability in maintaining organized HR files, documentation systems, employee correspondence, and operational records in line with company standards and compliance requirements.

Behavioural Competencies

• Attention to Detail
• Demonstrates high levels of accuracy, thoroughness, and attention to detail in handling employee records, HR documentation, and workforce data.
• Confidentiality & Integrity
  Maintains confidentiality, professionalism, and integrity when handling sensitive employee and organizational information.
• Ownership & Accountability Organization & Planning
• Ability to manage multiple tasks, coordinate activities effectively, prioritize operational requirements, and meet timelines within a fast-paced environment.
• Responsiveness & Service Orientation
• Demonstrates professionalism, responsiveness, and a positive approach when supporting employees and internal stakeholders.
• Teamwork & Collaboration
• Ability to work collaboratively across departments and support cross-functional HR and operational activities effectively.
• Problem Solving & Decision Making
  Ability to identify reporting gaps, workforce risks, data inconsistencies, and operational challenges and support practical, data-driven solutions.
• Adaptability & Resilience
• Ability to work effectively within changing operational priorities, fast-paced business environments, and evolving workforce needs.
• Accountability & Discipline
• Demonstrates reliability, ownership, and commitment to delivering quality HR operational support and maintaining process discipline.
• Responsibility for finances and physical assets
• The job holder is responsible for safeguarding the accuracy, confidentiality, integrity, and proper handling of employee information, HR records, workforce data, and documentation maintained within the People & Culture function.
• The role supports proper administration and control of HR files, employee records, HR systems access, and workforce documentation in line with company policies, labour requirements, and data confidentiality standards.

Decision-making

The job holder exercises judgment within established HR operational procedures, workforce administration processes, Company policies, and People & Culture guidelines.

Decision-making responsibilities include:

• Prioritizing and coordinating day-to-day HR operational activities, employee administration processes, documentation requirements, and workforce support activities within agreed timelines.
• Identifying, escalating, and supporting resolution of employee administration issues, attendance discrepancies, documentation gaps, payroll-related concerns, and HR operational risks requiring management attention.
• Supporting implementation and consistent application of HR policies, operational controls, employee documentation standards, and workforce governance processes across the business.

Information

• The role requires handling sensitive and confidential employee and organizational information including employee records, payroll-related information, attendance data, leave records, disciplinary documentation, medical and welfare information, and other HR operational records.
• The job holder is expected to maintain the highest standards of confidentiality, professionalism, integrity, and discretion in the handling, storage, use, and sharing of employee and HR-related information at all times.
• The role requires strict adherence to Company HR policies, data confidentiality standards, document management procedures, and applicable data protection requirements in the execution of all HR operational activities.

Working Conditions

• Working Environment: The role is primarily office-based with regular interaction across HR, Finance, Commercial, Manufacturing, Supply Chain, and operational teams, and occasional visits to operational sites where required.
• The job holder may be exposed to moderate work pressure, particularly during payroll processing periods, onboarding and exit cycles, audits, workforce updates, employee relations matters, and HR operational deadlines.
• The role requires frequent engagement with employees and internal stakeholders to support HR operations, employee administration, workforce coordination, documentation management, and day-to-day People & Culture support activities within a fast-paced operational environment.

Job Hazards:

• The role carries minimal physical hazards and is primarily office-based, with occasional exposure to operational environments during site visits, employee support activities, or workforce coordination requirements.
• Exposure is largely limited to general office-related risks such as prolonged screen time, sedentary working conditions, administrative workload pressure, and work-related fatigue during payroll periods, audits, onboarding cycles, and HR operational deadlines.
• The job holder may occasionally visit warehouses, factory areas, depots, or operational sites and is expected to comply with all applicable Company safety, security, HR, and operational protocols at all times.