HR Executive

Key Responsibilities Payroll Administration & Processing - Manage the end-to-end monthly payroll process, including preparation, verification and submission of payroll for approval. - Collate and verify monthly payroll information, including salaries, allowances, overtime, deductions, leave, claims, bonuses and other payroll adjustments. - Prepare the monthly payroll for Management review and approval, and coordinate the necessary Board approval in accordance with the organisation's approval framework. - Ensure payroll is processed accurately and within the required timelines following the relevant approvals. - Liaise with the bank, payroll provider and relevant parties on payroll processing and resolve payroll discrepancies where required. - Maintain accurate and confidential payroll records. - Prepare payroll reports and supporting documentation for Management, Board, auditors and relevant authorities where required. - Ensure statutory payroll matters, including CPF and applicable employment-related submissions, are administered accurately and on time. - Support annual payroll-related exercises, including IR8A preparation and submission and other statutory reporting. Foreign Work Permit / Work Pass Administration - Manage all administrative matters relating to the employment of foreign work permitholders, including work pass applications, renewals, cancellations and related documentation. - Coordinate with the relevant government authorities and agencies on work pass and employment matters. - Monitor work pass validity, renewal timelines and other applicable requirements to ensure timely action. - Maintain accurate records of foreign employees, work passes, insurance and other required documentation. - Coordinate required medical examinations, insurance, security bonds and other employment-related requirements, where applicable. - Ensure the organisation complies with applicable requirements relating to the employment of foreign workers. - Liaise with employees, recruitment agencies and relevant external parties on work pass and related matters. - Maintain a tracking system for all work pass and other time-sensitive foreign employee requirements. HR Administration & Employee Records - Maintain accurate and up-to-date employee personnel records and HR databases. - Prepare and maintain employment contracts, confirmation letters, promotion and salary adjustment letters, leave records and other HR documentation. - Maintain proper and confidential filing of employee records in accordance with organisational policies and data protection requirements. - Administer employee leave, medical benefits, claims and other staff benefits. - Support staff enquiries relating to HR policies, benefits, leave and employment matters. - Maintain and update HR forms, templates, policies and procedures as required. Recruitment & Onboarding - Provide administrative support for recruitment, including preparation of job advertisements, interview coordination and recruitment documentation. - Coordinate pre-employment checks and documentation. - Prepare employment contracts and onboarding documents. - Coordinate onboarding arrangements for new employees, including required documentation and system access. - Support the onboarding and work pass process for foreign employees where applicable. - Coordinate employee resignations, terminations and offboarding processes, including final salary and relevant documentation. HR Compliance & Statutory Administration - Ensure HR records and processes are maintained in accordance with applicable Singapore employment legislation and organisational policies. - Assist with statutory submissions and maintain supporting documentation. - Monitor key HR compliance deadlines and ensure timely follow-up. - Maintain proper documentation for audits, regulatory reviews and funding requirements. - Keep abreast of relevant changes to employment-related requirements and advise Management of administrative implications where necessary. HR Reporting & Management Support - Prepare regular HR reports and staff-related information for Management and Board review. - Provide data and documentation for budgeting, salary reviews, manpower planning and other HR exercises. - Support the annual salary review and performance appraisal processes. - Maintain an up-to-date organisation-wide staff listing and manpower records. - Assist Management in reviewing and improving HR policies, procedures and administrative processes. General HR Support - Act as a key point of contact for routine HR administrative matters. - Maintain confidentiality and exercise discretion in handling sensitive employee and organisational information. - Undertake other HR-related projects and administrative duties as assigned. Job Requirements - Diploma or Degree in Human Resource Management or a related discipline. - 3–5 years of relevant HR experience for Executive level; candidates with more extensive experience may be considered for Senior Executive level. - Demonstrated experience in full payroll processing and administration. - Experience handling foreign worker work permits / work passes and related employment requirements in Singapore. - Good understanding of Singapore employment practices and statutory requirements. - Strong administrative and organisational skills, with a high level of accuracy and attention to detail. - Good numerical and analytical skills, particularly for payroll administration. - Proficient in Microsoft Office, particularly Excel and Word. - Experience with JustLogin or similar HR management systems would be an advantage. - Able to work independently and manage confidential information with discretion. - Experience in the social service or non-profit sector would be an advantage. - Singapore Citizens and Permanent Residents only. Contract & Working Arrangement - Contract Type: 1-year contract, with the possibility of renewal subject to organisational needs and performance. - Working Arrangement: Part-time, 3 days per week, 9am to 5pm.