Full Time HR - Administration Manager Jobs, in TRAFFIC Selangor - Maukerja

The HR & Administration Manager’s core function is overseeing the administrative, operational and human resource functions of TRAFFIC’s Southeast Asia office in Malaysia ensuring efficient and smooth day-to-day operations and compliance with organisational policies, procedures, statutory obligations, governance requirements and donor obligations. 

The HR & Administration Manager will perform these tasks in an effective manner to ensure and maintain an efficiency of the organisation and coordination of the organisation’s work within the region.

Responsibilities

Administration

• Oversee the day-to-day administrative operations of the office.
• Manage office facilities, equipment, leases, insurance, and maintenance contracts.
• Coordinate office facilities management, maintenance, tenancy agreements, insurance, and service contracts.
• Coordinate procurement processes for consultants and vendors including the reviewing and preparation of contracts or service agreements.
• Maintain organisational records, contracts, and administrative documentation.
• Ensure adequate inventory management and office supplies.
• Support logistics arrangements for meetings, workshops, training events, and business travel.
• Manage local municipal council licensing applications and renewals. 
• Review and improve administrative procedures and operational efficiencies.
• Monitor service providers and ensure contractual obligations are met.

Human Resources

• Support end-to-end talent acquisition processes in line with TRAFFIC’s policy, including job advertisements, interview coordination, reference checks, and onboarding.
• Manage employment pass applications and processes for expatriate staff through the Malaysian Immigration Expatriate Services Division system (e-ESD).
• Maintain accurate employee records and personnel files.
• Administer employee leave, attendance, medical benefits, group insurance policies and other HR-related matters.
• Manage monthly payroll preparation to ensure accurate and timely processing of payroll and payment of statutory contributions in compliance with regulatory requirements.
• Support performance management and staff development processes.
• Assist in updating and implementing HR policies, procedures, and employee handbook.
• Ensure compliance with labour laws, employment regulations, and organisational policies.
• Support employee engagement and manage staff welfare programmes
• Manage and organise learning and development based on training needs analysis, compile training evaluations, follow-up and analyse effectiveness of programmes.
• Responsible for managing employee relations matters, ensuring compliance with labour laws, and maintaining a harmonious working environment. Supports the office by handling disciplinary cases, employee grievances, and providing guidance to managers on HR policies and procedures in collaboration with the TRAFFIC Global HR team .

Compliance and Governance

• Ensure compliance with statutory requirements, including but not limited to LHDN, EPF, SOCSO, EIS and HRDC filings and other applicable regulatory submissions.
• Support risk management, internal controls, and governance processes.
• Assist with policy reviews and implementation of organisational procedures.
• Ensure proper record retention and document management practices.
• Manage the personal data portfolio pursuant to the Personal Data Protection Act 2010 of Malaysia acting as the company’s focal point for all matters related to the Act.

Qualifications

Essential

• Bachelor's Degree in Business Administration, Human Resource Management, Public Administration, or a related discipline.
• Minimum seven (7) years of progressively responsible experience in administration, HR, compliance, operations or related functions.
• Demonstrated experience managing office administration and HR processes.
• Strong knowledge of employment legislation, regulations, HR practices, and organisational compliance requirements.
• Experience using HR management systems.
• Strong knowledge and demonstrated experience in payroll administration.
• Proficiency in Microsoft Office applications, particularly Excel.

Desirable

• Experience working in a non-profit organisation, international NGO, or donor-funded environment.
• Professional certification in HR, or administration.
• Experience with employment passes and ESD processes.
• Experience supporting contracts, governance, and operational procedures.

Key Performance Indicators (KPIs) 

• Accurate payroll, statutory and HR administration.
• Timely recruitment, onboarding, and staff support processes.
• Accurate maintenance of HR records and personnel documentation.
• Timely and effective administration of office operations.
• Compliance with statutory and donor requirements.