HR & General Affairs Specialist

Job title : HR & General Affairs Specialist
Location : Tokyo
Job type : Permanent
Discipline Human Resources
Salary : 7,000,000 - 9,000,000
Contact : Jack Stone
Call : Jack
Email : email Jack
Reference : JOB_007365[787]

The Role

The HR & GA specialist provides services on all HR and General Affairs activities and projects as needed, including but not limited to, Business Partner HR, HR Planning, Talent Acquisition, Compensation and Benefits including payroll and time management, HR data management, HSE, Governance on General Affairs, Vendor Management and other tasks under supervision of the HR & GA Manager in Japan.

Key Accountabilities

Human Resources

Business Partner HR

  • Facilitating change management processes as needed
  • Driving employee engagement processes and working closely with client groups to assess key areas of opportunities from the employee engagement survey and putting effective action plans into place
  • Assisting with developing and delivering workshops in topics including but not limited to employee relations, employee engagement, development planning and basic managerial skills training
  • Leading with cross functional project and role for culture change, communication development, corporate initiatives and others
  • Assisting with other projects or initiatives as needed
  • Handling labor relation issues, including policy, labor law related issues and law suit in order to maximize productivity and employee morale while minimizing company risk and adverse impact to the company

HR Planning

  • Administering, interpreting and making recommendations on Company HR policies and Standard Operating Procedures
  • Providing HR reporting and analysis as necessary using available data and metrics

Employee Admin

  • Support recruiting efforts through some or all of the following activities: scheduling interviews, sending offer letters, handling employment verifications, and sending follow-up e-mails to candidates
  • Responsible for onboarding and offboarding process: organizing the agenda, preparing documents and items; provides New Hire orientation if needed
  • Updates SAP/Saba database and file hard/soft documents with the necessary changes within the company: hiring, leaving, job title changes, manager changes, department changes, etc.
  • Maintains and updates employees list, company organizational charts, work calendars
  • Support expatriates related programs including Visa, Housing, Car, Tuition, Home leaves
  • Payroll and Employee Benefits
  • Drive implementation of new grading and compensation system according to group initiatives
  • Responsible for payroll-related tasks; including, but not limited to, Payroll, Employees time records, Tax, Social security, Pension(Chutaikyo), Medical check
  • Assists employees with questions on policies, benefits or other related HR&GA items
  • Other duties as requested by his/her manager; including, but not limited to, participating in special projects

General Affairs

Company governance and Contract

  • Continuously optimize external vendors, IT systems and internal processes to maximize effectiveness of the organization
  • Responsible for contract related duties; including, but not limited to, Office building, Insurances, Company car/ parking, Company house, Mobile phone
  • Properly control and keep records for the company seal
  • Responsible for handling overseas airplane tickets and insurances

Office Management

  • Review and manage office building related items: including, but not limited to, contact, maintenance, clean up, Office Security and related cost management
  • Handle HSE (Health, Safety and Environment) related projects and actions: including, but not limited to, emergency contact network, disaster/ fire evacuation plan

Internal Communication

  • Translations of company documents ; including, but not limited to, Message from the HQ, CHR and local management
  • Provide support on Internal meeting and employees training
  • Responsible for administration on Company Website and e-Learning system
  • Provide support for foreign visitors including HQ executives during stay in Japan

Cost efficiency

  • Leading efficiency project and realize expense effectiveness and cost reduction in all areas of the company

Networking/Key relationships

To be determined based on department needs, to include interactions such as:

Cooperation with the other functions’ managers and employees

Communicate and support to other employees in the company

Minimum Knowledge & Experience required for the position:

Education: Bachelor´s Degree or higher

Experience: 5 years of experience in HR&GA roles

Additional Skills/Knowledge:

  • Experience of plan and execute Training as a trainer
  • Technologically savvy with strong MS Office skills, especially in Word, Excel and Power Point, SAP (or similar ERP) knowledge is preferable
  • Experience with, and the ability to quickly learn and navigate various online websites, databases, HR systems and experience in dealing with and analyzing data
  • Knowledge of local labor laws and HR policies/ practices governing employment and payroll

Language: Native level of Japanese, High business level of English

Skills & Capabilities:

The ideal candidate for this position will exhibit the following core competencies:

  • Organizational skills e.g. Facilitation skill and Project Management skill
  • Lead to culture change
  • Agile and proactive
  • Teamwork and collaboration
  • Excellent communication skills
  • Detail-orientated
  • Integrity and trust
  • Confidentiality