HR ADMINISTRATOR

At Ipsos, our passionately curious experts not only provide the most precise measurement, but shape it to provide True Understanding of Society, Markets and People.

To do this we use the best of science, technology and know-how and apply the principles of security, simplicity, speed and substance to everything we do.

So that our clients can act faster, smarter and bolder

 

ROLE & RESPONSIBILITIES

To provide administrative yet very critical support to Ipsos Singapore to ensure efficiency and effectiveness of daily HR operations.

Internal HRIS System (iTalent)
Ensure timely update of data in iTalent, i.e., meets local/global timelines. Ensuring all employee records are updated and accurate at all times.
Supports in record keeping of total headcount, attrition and payroll reports (Singapore along with the Hubs)
Generates monthly/ad hoc reports along with analysis using iTalent reports
Custodian of the Onboarding and Offboarding process via iTalent Insurance
Responsible for reporting and management of monthly/ad hoc adjustments to the service provider 
Responsible for submission of staff claims to service provider as and when required Leaves
Responsible for reporting and management of monthly/ad hoc adjustments of staff records
Publishing the Public Holiday list and updating them in the leave portal
Responsible for creating and sending out engaging and timely holiday greetings Recruitment
Responsible for end-to-end recruitment of junior to mid-level positions
Liaise with recruitment agencies, LinkedIn or other job boards to place recruitment advertisements as and when required
Supports the team with other recruitment activities e.g. career fairs, campus, new recruitment processes, automation projects etc. Work Passes
Responsible for monitoring and management of monthly/ad hoc work passes (EP, S Pass) applications and renewals
Keeps the team up-to date with information on new/changes in regulations/requirements published by MOM
Submits required MOM survey records Trainings 
Assisting the team in organizing and coordinating training-related activities. This includes sending out training session invites and acting as a point of contact for staff regarding training. 
Keeping track of mandatory training completion, such as InfoSec, Data Security, AI, and Code of Conduct.
Maintaining learning records and dashboards HR Administration & Documentation
Preparing general HR correspondence, including verification, visa, and reference letters for staff.
Assisting with designing and updating new and existing HR-related forms, such as:  New Joiner Checklist, Exit Checklist, Interview Evaluation Forms, Probation or Extension Forms etc.
Responsible for drafting and circulating HR memos to all staff
Managing birthday and work anniversary updates 
Driving participation in organizational initiatives like Pulse, performance reviews, new trainings, offsites, townhalls etc.
Custodian of monthly inputs required by Finance in regard to payroll, leaves, transfers and exits HR Data Management & Reporting  
Budgeting - Maintaining the HR budget and the annual budget file for business teams.
Compensation - Managing the compensation file (checks and balances) and issuing compensation letters.  
Managing promotion announcements  
Reporting & Dashboards: Creating and maintaining HR monthly dashboards. Backup Support 
Providing backup support to the team in the absence of team member(s)