Job Summary
The role of IR Officer involves ensuring compliance with employment legislation in relation to terms and conditions of employment, disciplinary procedures, grievance handling, restructuring and redundancy, health & safety and other employee relations issues. You will also be involved in conducting investigations into workplace conflicts and maintaining records of all personnel matters. The successful candidate must have strong interpersonal skills and be able to communicate effectively at all levels within the organisation.

Responsibilities

• Advising line managers on HR policies, procedures and best practice; providing guidance on disciplinary/grievance cases or other employee relations issues as they arise; acting as first point of contact for any queries regarding staff welfare or wellbeing; ensuring compliance with relevant laws including health & safety regulations.
• Conducting investigations into workplace incidents such as bullying allegations, harassment claims or misconduct reports; collating evidence from witnesses and gathering information from available sources; preparing detailed written reports outlining findings and recommendations for action where appropriate.
• Maintaining accurate records of all personnel related activities including attendance records, performance appraisals, training sessions etc.; keeping up-to-date knowledge of changes in legislation affecting employers' obligations towards their employees; monitoring trends within workforce data so that proactive measures can be taken when necessary.
• Providing support during restructurings by assisting with communication plans, facilitating consultation meetings between affected individuals and management teams; offering advice on how best to manage change initiatives while minimizing disruption caused by organizational shifts.
• Handling day-to-day enquiries from employees relating to benefits entitlements, payroll queries, leave requests etc.; liaising with relevant departments within the organization in order to resolve any issues quickly and efficiently without causing undue delay or inconvenience.
• Organizing regular review meetings with senior management teams to discuss progress made against agreed objectives / targets set out within Performance Improvement Plans (PIPs); presenting updates on key projects undertaken by department members including those relating to employee engagement surveys or other initiatives aimed at improving morale amongst workers.
• Carrying out audits on existing processes / systems within Human Resources department; identifying areas which require improvement or revision based upon feedback received from stakeholders both internally & externally; making recommendations for enhancements where applicable.
• Developing strategies aimed at increasing productivity among employees through better utilization of resources such as time management techniques & skill development programs; working closely with Training Department members to identify training needs & design appropriate courses accordingly.
• Assisting in preparation of annual budget estimates for department expenditure; tracking actual spend versus forecast figures throughout yearly financial cycle to ensure accuracy & adherence to allocated funds.
• Ensuring proper documentation exists in respect of all transactions involving staff members including contracts of employment, disciplinary proceedings & termination agreements; filing paperwork accurately & promptly after completion of tasks assigned by supervisor/manager.

Qualifications

• Bachelor’s degree in human resource management, business administration or equivalent field; postgraduate studies preferred but not essential.
• Professional membership with recognized body e.g., CIPD, SHRM, NIACE etc.; certification preferred but not essential.
• Minimum three years experience as HR officer or similar position within an organization with over 250 employees; previous experience dealing with employee relations issues would be advantageous.
• Strong understanding of Malaysian labor law requirements & regulations governing employment practices; ability to interpret legal documents such as contracts of employment & statutory instruments like Employment Act 1955, Trade Union Act 1959 etc..
• Excellent verbal & written communication skills with ability to interact confidently at all levels within organization including senior management team members & external parties such as union representatives & government officials if required.
• Ability to deal sensitively & tactfully with situations involving conflict resolution & negotiation; ability to mediate disputes constructively without appearing biased or partial towards either party concerned.
• High level of attention to detail coupled with excellent organizational & administrative skills needed to keep track of multiple tasks simultaneously whilst meeting tight deadlines consistently.
• Proficiency in Microsoft Office suite including Word, Excel & Power Point; familiarity with database software would be beneficial too.