Administrative Executive/ Senior Administrative Executive, Human Resources (People Consultant)

Job Description

The role supports the delivery of effective and compliant HR services across Recruitment and HR Operations. The role ensures regulatory compliance (including expatriate and academic employment requirements), efficient HR processes, and a positive employee experience aligned with the University’s strategic objectives.

The role holder works closely with the Talent Acquisition & HR Operations Manager and global HR counterparts to provide consistent, accurate, and stakeholder-focused HR services.

Key Duties and Responsibilities

1. Recruitment

• Manage the end-to-end recruitment process via the Oracle system, including verification of hiring requests, coordination of RMG approval, monitoring approval workflows, and advertising approved vacancies on the University website and relevant job portals (e.g., JobStreet, MyPenjanaKerjaya).

• Coordinate interview arrangements, communicate outcomes to candidates, conduct reference checks, and prepare salary proposals for management approval.

• Prepare and issue Letters of Offer and ensure all pre-employment documentation is completed accurately and timely.

• Coordinate with relevant departments to ensure a smooth new joiner experience, including arrangement of required logistics (e.g. laptop, access card).

• Ensure correct and update reporting of recruitment activities on weekly basis.

• Facilitate communication with hiring managers and stakeholders to gather information, provide updates, and recommend improvements to recruitment and related operational processes.

   

2. HR Operations

• Ensure all academic staff hold valid teaching permits throughout their employment, including submission of required documentation to the Ministry of Higher Education (MOHE) and ongoing follow-up.

• Manage employment visa and work pass processes for expatriate staff, including new applications and renewals, liaising with relevant authorities such as the Expatriate Services Division (ESD) and MOHE.

• Ensure effective contract administration by monitoring expiry dates, liaising with stakeholders on renewal decisions, and processing contract extensions or terminations in a timely and compliant manner.

• Maintain accurate and up-to-date employee records in the HR database and ensure proper documentation and filing systems.

• Support statutory audits and compliance exercises by compiling data, preparing reports, and providing analysis and recommendations.

• Assist in liaising with the University’s UK and Dubai HR teams to ensure consistency and alignment in HR service delivery standards.

• Support staff engagement initiatives and wellbeing programmes, coordinating communication and participation across the University.

• Provide secretariat and administrative support to the Employee Welfare Committee (EWC), including meeting coordination, agenda preparation, minute-taking, documentation management, and follow-up on action items.

• Safeguard the confidentiality, accuracy, and security of all HR-related information while supporting broader HR operational functions.

All HWUM staff endeavours will embody our shared values of: Inspire, Collaborate, Belong, and Celebrate.

Please note that this job description is not exhaustive, and the role holder may be required to undertake other relevant duties commensurate with the grading of the post and its general responsibilities. Activities may be subject to amendment over time as the role develops and/or priorities and requirements evolve.