Payroll & HR Administrator SEA (Kuala Lumpur - Jalan P Ramlee)

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1 Asia Media Monitors Sdn Bhd Asia Media Monitors (AMM) is the South East Asia hub for Media Monitors and is a MSC-status company with a workforce of more than 180 employees in various business and operations units. Media Monitors is a leading media intelligence solutions provider in Asia Pacific, with local offices in Australia, New Zealand, Singapore, Malaysia, Hong Kong and China with six distinct brand names under the Group. Media Monitors provides media management solutions and innovative webtools for over 5,000 clients comprising of corporations, government bodies and organisations across industries, charting itself as an enabler of effective communications by Making Sense of the Media. Our solutions include multilingual media monitoring and media analysis services covering print, broadcast and web-based media. In line with our innovation philosophy, Media Monitors continues to deliver superior and innovative media intelligence solutions, committed to improving and strengthening our offerings which are reputed for its accurate, relevant and timely resources. Payroll & HR Administrator SEA (Kuala Lumpur - Jalan P Ramlee) Responsibilities: Malaysia We will be processing payroll in-house beginning Jan The person will be fully responsible for setting up of the payroll system, HRMS and leave. The person will liaise with the payroll software provider on all matters. Handling full cycle of payroll process - timely processing of payroll, E - banking and to ensure accuracy of all payroll related transactions To process monthly salary computation including full compliance with all the statutory requirements and on time payment To liaise with the relevant authority on matters relation to payroll such as EPF, SOCSO, Income Tax, HRDF Gather, analyse, update and reconcile payroll on a monthly basis Meticulous in preparing and checking all payroll reports. Maintain and update employees database, including HR documentation Prepare payroll related reports as required by Finance and Group HR and statutory bodies Attend to and resolve employees queries on payroll matters

2 System test and co-ordinate with IT/payroll software provider on any payroll related HR system changes, upgrade, enhancement or problem logs. Reviewing and implementation of systems, procedures and work processes to enhance internal controls and improve efficiency. Handling all leave and insurance administration To provide other HR administration support on day-to-day basis Any other duties or ad-hoc assignment given by superior from time to time Singapore Liaise with the payroll service provider Provide accurate and timely information to the payroll service provider new hire, resignation, etc Check the payroll summary provided by the payroll service provider Requirements: Candidate must possess at least a Bachelor's Degree in Human Resource, Business studies or Accounting Prior experience in handling the full spectrum of payroll operations. Able to manage the Payroll of more than 200 employees independently Experience in managing third party payroll will be an advantage. Good accounting knowledge, understanding of Employment Act and employment tax Knowledge in HR2000 s Quick Pay and Quick Staff system will be an added advantage Well versed in MS Office applications, especially MS Excel Must be meticulous with an eye for details, able to abide deadlines with a strong sense of responsibility and a good team player Honest and discrete in handling confidential information Good organizational skills, diligence, flexible with the ability to juggle changing priorities and work to tight deadlines. Interested candidates are invited to send their cover letter and CV to sharmila.devi@asiamediamonitors.com For more information visit our website Please note: Only shortlisted candidates will be contacted.

3 BUSINESS UNIT: Business Services Human Resources POSITION DESCRIPTION POSITION TITLE: Payroll & HR Administrator - SEA DATE PREPARED: July 2011 LOCATION: Kuala Lumpur ROLES REPORTING TO THIS ONE: Nil POSITION CODE (HR use): REPORTS TO: HR Manager-SEA PRIMARY OBJECTIVES: This position will be fully responsible for payroll operations and maintenance for Media Monitors SEA. This position will ensure payroll is processed in an accurate and timely manner in accordance with the respective country s legislation. The position is responsible for day-to-day payroll operations, payroll reporting, payroll system and HRIS system administration and maintenance; payroll accounting, payroll reconciliation, all statutory payments submission. The position will also be responsible for other HR administrations such as benefits administration, etc. POSITION DIMENSIONS: Primary Accountability: Administration & Maintenance of SEA Payroll, HRIS, Leave Insurance Administration HR Administration Shared Accountability: HR Reporting, HR Projects. KEY CHALLENGES (Critical Success Factors): Ensure accurate and timely preparation and distribution of salary and wages Ensure accurate and timely preparation and distribution of all month-end and financial year-end reports, reconciliations and payments Ensure the development, administration and data integrity in all payroll system, leave system and HRIS system Keep abreast of current legislation Benefits administration: Timely and accurate reporting to insurance brokers HR Administration: Processing terminations, reporting of terminations to Helpdesk on a timely manner Participate in projects and HR, ad hoc reports and other tasks as assigned from time to time KEY RELATIONSHIPS / INTERACTIONS: Media Monitors SEA employees Group HR Team General Manager-SEA Managers and Supervisors External Service Providers, i.e. Payroll Service Provider and Insurance Brokers Finance Manager - SEA KNOWLEDGE / SKILLS / EXPERIENCE: Essential 3-4 years experience of practical experience in handling payroll system, leave system and HRIS system Demonstrated skills in full cycle of payroll Demonstrated understanding of payroll systems, including system interfaces and interdependencies Possess thorough knowledge of computerized payroll operations Thorough knowledge of Labour Law/Employment Act, EPF, SOCSO, Income Tax, HRDF Excellent communication and interpersonal skills and a high level of service orientation Ability to work under pressure, flexible, ability to juggle changing priorities and work to tight deadlines and tight deadlines Able to work independently to meet payroll processing deadlines Attention to details Page 1 of 4

4 Able to multitask and uphold confidentiality Meticulous, thorough, accurate and systematic in the execution of duties Strong Microsoft Office skills including proficiency in Excel Ability to communicate with various levels of management Must be a team player and highly organize Possess excellent interpersonal & communication skills, analytical skills and problem solving skills DECISION MAKING (Freedom to Act): Free to act within budget constraints. Desirable Tertiary qualification Experience in handling 3 rd party payroll Experience handling more than 100 employees payroll MM PROFESSIONAL COMPETENCIES: Action Oriented Client Focus Adaptability & Flexibility Relationship Building/Teamwork Developmental Focus Initiative Integrity Page 2 of 4

5 KEY ACCOUNTABILITIES KEY RESULT AREA MAJOR ACTIVITIES KEY PERFORMANCE INDICATORS 1. Payroll Responsible for accurate and timely completion of payroll process All aspects of payroll operations Payroll administration including statutory computations, E-banking, system data maintenance and proper payroll documentations Ensure salary and wages are prepared and distributed in a timely manner Ensure compliance with all statutory requirements, its deadline and to keep abreast of current legislation. Consolidate and co-ordinate EPF, SOCSO, Income Tax, HRDF and other statutory deductions and ensure payments are remitted on a timely manner Facilitate processes and provide documentation requirement by statutory bodies such as SOCSO, EPF, etc. Prepare monthly salaries cost reports by cost centre for the respective accounts department and to provide ad hoc payroll reports requested by business units. Maintain pay records, associated time keeping data, statistics, leave record and related information. To maintain and report Payroll and Personnel Administration data, such as salaries, personnel costs Provide advice and make recommendations to ensure payroll best practices; and paid accurately and on time Pay record and filing maintained up-to-date High level of internal customer satisfaction Maintain good understanding of current payroll, Employment Act, EPF, SOCSO, Income Tax, HRDF legislations Actively participates and makes contributions in team and one-onone meetings Maintains high level of confidentiality at all times Meticulous in preparing and checking all payroll reports. efficient and effective use of the system Maintain employees leave record and provide yearly and quarterly unutilized leave balances Provide data to payroll service provider for salary processing for Singapore and check Payroll Summary provided by Payroll Service Provider. Ensure data is provided to Finance on a timely manner for funds to be transferred to payroll service provider so that staff receive salary on time General correspondence with statutory bodies. Preparation and submission of yearly tax returns Liaison with external auditors on payroll audit Keep proper filing of each month payroll transactions and reports. 2. Payroll System Administration Ensure the integrity of the payroll system at all times Responsible for maintenance and upgrade of the payroll system, leave system, HRIS as required System test and co-ordinate with IT on any payroll related HR system changes, Integrity of payroll system data maintained Maintenance and upgrades performed in a timely manner Page 3 of 4

6 upgrade, enhancement or problem logs. Ensure payroll manuals, systems manuals and training manuals are up-to-date and accurate Maintain good relationship with payroll service provider Provide training to managers and staff when required 3. Payroll Accounting Prepare, reconcile and process all end-of month and financial year-end procedures within required timeframes. Ensure compliance with all legislation requirements in relation to the above. Liaise with Finance to ensure accurate and timely management of end-of month and financial year-end procedures and reconciliations. Payroll reporting as required Continually review and improve end-of month and financial year-end procedures Manuals maintained and up to date at all times Good relationship with service provider Month-end and financial year-end procedures processed accurately and on time All legislative and company reconciliations and payments processed within required timeframes. Good understanding of current payroll accounting legislation. Maintains good working relationship with the Payroll/HRIS service provider Ensure high level of internal customer satisfaction Actively participates and makes contributions in team meetings and one-on-one meetings 4. Payroll/HRIS Systems maintenance and development Maintain accurate employee records on personnel, salary, including updates of new hires information Create and maintain a database to organize, collect and retrieve data into required reporting formats Maintain mandated and archived documents as required including payroll and employee records Working with the Remuneration & Benefits Manager and Group HR Systems and Reporting Manager to ensure the accuracy of the data in the HRIS and provide reports to them when requested Maintain good working relationship with Payroll/HRIS and external service providers. Liaise with key stakeholders at all levels across the organization to ensure their needs are met and to ensure high level of satisfaction with HRIS. Project work as required 5. HR Transactions Process all terminations calculate leave balance, issue resignation acceptance Ensure Personnel Files are letter. closed within the 1 st week of the Ensure personnel files closed when an employee resigns and all documents are following month filed in Inform Helpdesk of resignation by Report to Helpdesk on staff resignation on a monthly basis. the end of each month Employee Support/Communication: Attend to enquiries from employees and external agencies on payroll and benefits related matters. Respond to salary verification requests. Assist employees in interpreting payroll calculations 6.Employee Group Keep track of expiry date of Employee Group Insurance. Get quotation for Reporting to Insurance Brokers Page 4 of 4

7 Insurance 7. Occupational Health and Safety Insurance Brokers prior to renewal. Monthly reporting of new hires, resignation, change in salary, change in designation and change in insurance plan to Insurance Brokers. Distribution of Medical Card to staff. Submission of claims forms to Insurance Brokers. Individual responsibilities: Take reasonable care of health and safety of others Co-operate with Employer in its effort to comply with occupational health and safety requirements All Employees must not: Interfere with or misuse things provided for health, safety or welfare of persons at work Obstruct attempts to give aid or attempts to prevent a serious risk to the health and safety of a person at work Refuse a reasonable request to assist in giving aid or preventing a risk to health and safety Disrupt a workplace by creating health and safety fears by the end of each month Medical Card to be distributed within a week of receipt Claims to be submitted to Insurance Broker within a week of receipt of claims from staff Company wide and individual OH&S Compliance Page 5 of 4