HR Advisor

Role Purpose
The purpose of this role is to provide a high-quality HR advisory service to the Japan and Korea offices through effective HR administration consultation business partnering and influence. The HR Advisor will support partners managers and employees across practice groups and business teams providing practical advice on people matters and helping deliver regional and firmwide HR priorities.

Key Dimensions
Supporting approximately 100 employees in the Tokyo office and approximately 10 employees in the Seoul office across practice groups and business teams. The role will work closely with the Tokyo HR team wider Asia HR team and specialist HR functions to provide consistent commercial and locally relevant HR support.

Key responsibilities

1. Employment Relations

Provide proactive advice and guidance to partners managers and employees on performance management employee relations and workplace matters ensuring compliance with firm policies employment legislation and best practice.

• Partner with partners managers and team leaders on performance management employee relations matters and people management practices promoting consistent and effective decision-making.
• Manage employee relations processes including disciplinary grievance performance improvement misconduct and termination cases consulting with and escalating to the HR Manager and relevant specialist teams where appropriate.
• Interpret and implement firmwide HR policies and practices ensuring appropriate local application and compliance within Japan and Korea.
• Collaborate with specialist HR teams and Centres of Excellence to develop enhance and implement policies procedures and people initiatives.
• Advise partners and managers on employee management matters to ensure compliance with the firms duty of care obligations applicable employment laws and wellbeing requirements.
• Maintain up-to-date knowledge of employment legislation HR best practice and regulatory developments providing recommendations on potential impacts and required actions.
• Support compliance with local employment regulations and statutory requirements including working time management employee representative elections workplace rules and government reporting obligations.

2. Compensation and Benefits

Manage local compensation and benefits programmes ensuring compliance with firm policies and local requirements whilst delivering an effective and positive employee experience.

• Provide advise and recommendations to stakeholders on compensation and benefits matters escalating exceptions policy deviations and significant remuneration decisions to the HR Manager as appropriate.
• Manage and coordinate compensation and benefits processes ensuring accuracy compliance and timely delivery.
• Manage relationships with benefit providers and third-party vendors ensuring the effective delivery of services and employee support programmes.
• Liaise with Finance/Payroll team and external payroll service provider effectively and ensure accurate and timely remuneration payment instruction.

3. Headcount and business planning

Partner with business leaders to support workforce planning and organisational decision-making providing data-driven insights and recommendations to ensure the effective deployment of talent and alignment with business priorities.

• Partner with practice group leaders and managers to understand current and future workforce requirements providing insights and recommendations to support business and headcount planning for Japan and Korea.
• Monitor workforce trends capacity and shape and size considerations within client groups identifying potential risks and opportunities and escalating matters to HR Manager and relevant stakeholders as appropriate.
• Drive headcount planning processes and related HR administration ensuring data integrity operational efficiency and compliance with firm processes.
• Produce and analyse headcount and workforce data providing meaningful insights to support decision-making and proactive workforce management.

4. Appraisal & Remuneration

Drive appraisal promotion and remuneration processes providing guidance and recommendations to stakeholders to support fair consistent and commercially sound people decisions.

• Drive the annual appraisal salary and bonus review processes advising on policy and practice and coordinating the preparation of documentation and analysis to support moderation and decision-making.
• Manage the annual appraisal process ensuring delivery within agreed timelines and maintaining a high level of rigour consistency and integrity.
• Provide constructive challenge and insight to support equitable outcomes and effective performance career and talent management decisions.
• Deliver briefings training and regular communications to partners managers and employees on annual people processes ensuring understanding engagement and compliance with firm policies and practices.

5. Onboarding & New Joiner Integration

Manage and coordinate the onboarding process for all new joiners ensuring a smooth and positive integration into the firm.

• Coordinate pre-joining and onboarding activities with relevant stakeholders including HR IT Facilities Finance and hiring managers.
• Manage employment documentation onboarding administration and regulatory requirements where applicable.
• Deliver or coordinate new joiner inductions and orientation programmes.
• Support partners and managers in the effective integration of new joiners into their teams.
• Monitor onboarding effectiveness and identify opportunities for continuous improvement.
• Facilitate probation review processes and provide guidance to managers as appropriate.
• Ensure a consistent and positive new joiner experience aligned with the firms culture and values.

6. Employee development

Support the development and growth of employees by partnering with stakeholders to identify development opportunities foster a culture of continuous feedback and manage career development programmes that enhance individual and business performance.

• Partner with partners managers and employees to identify development needs and career development opportunities engaging relevant learning specialists and resources to support individual and business objectives.
• Promote and support a culture of continuous feedback coaching and development enabling managers and employees to engage in meaningful performance and career development conversations.
• Manage and coordinate transfers secondments and exchange programmes ensuring alignment with firm policies and practices whilst delivering an efficient compliant and positive employee experience.

7. Leaver Management

Manage leaver processes and provide guidance to stakeholders on employee exits ensuring compliance with firm policies employment legislation and best practice whilst identifying opportunities to improve employee retention and experience.

• Manage and coordinate exit processes including conducting exit interviews and ensuring a professional and positive employee experience throughout the departure process.
• Provide guidance and support to partners and managers on employee exits including resignations counselling to leave redundancy dismissal and retirement consulting with the HR Manager and relevant specialists as appropriate.
• Analyse exit interview feedback and leaver trends identifying recurring themes risks and opportunities and providing insights and recommendations to partners and managers where appropriate.
• Maintain accurate leaver records and ensure all related administration and compliance requirements are completed in a timely and efficient manner.

8. Graduate recruitment trainee and intern development & Lateral Hire

Drive graduate recruitment and early careers programmes supporting the attraction development and retention of future talent whilst ensuring a positive and engaging candidate and employee experience. Deliver on lateral recruitment on ad-hoc basis.

• Manage and coordinate graduate recruitment and early careers activities in Japan ensuring alignment with firm strategy policies and talent objectives.
• Partner with regional resourcing teams and international graduate recruitment colleagues to support cross-office trainee graduate and early careers opportunities.
• Drive and coordinate trainee intern and junior talent programmes including summer associate work experience paralegal and bengoshi rotation programmes ensuring effective delivery and participant development.
• Act as a trusted HR contact for trainees interns and junior talent providing guidance and support throughout their programme and employment lifecycle.
• Monitor programme effectiveness and participant feedback identifying opportunities to enhance the development engagement and retention of emerging talent.
• Manage and coordinate lateral recruitment activities partnering with hiring managers recruitment agencies and specialist HR teams to identify attract and onboard experienced legal and business services professionals in line with business needs and firm standards.

9. Diversity Inclusion and Wellbeing

Delivery of diversity inclusion and wellbeing initiatives fostering an inclusive and supportive workplace culture whilst promoting employee engagement wellbeing and belonging.

• Plan and drive diversity and inclusion initiatives contributing to the achievement of local and firmwide DI objectives. Support the Tokyo DI Committee.
• Promote inclusive workplace practices and support the implementation of initiatives that enhance diversity employee engagement and a sense of belonging.
• Manage and coordinate wellbeing programmes and mental health initiatives working closely with occupational health providers internal Health and Safety Officer and other stakeholders to promote employee wellbeing and fulfil the firms duty of care obligations.
• Monitor employee wellbeing trends and feedback identifying opportunities to enhance the employee experience and support a healthy and sustainable working environment.

10. HR Analytics & Projects

Leverage people data and insights to support informed decision-making workforce planning and the delivery of strategic HR initiatives aligned with business priorities.

• Produce and analyse people-related data and management information identifying trends risks and opportunities and providing actionable insights and recommendations to partners managers and HR leadership.
• Monitor workforce and employee experience metrics including headcount utilisation employee wellbeing indicators and attrition trends supporting proactive people management and business decision-making.
• Contribute to local regional and global HR projects supporting the implementation of initiatives aligned with business needs and the firms people strategy.
• Promote collaboration and knowledge sharing across the HR function building effective relationships and contributing to the continuous development of HR team capability and best practice.

Characteristics skills and experience required

Experience

• More than 5 years extensive experience in blue-chip organisations where HR has been an effective business partner.
• Experience and knowledge in Employment Relations and Staff Movements (i.e. New Joiner/Leaver Mobility Process) is essential.
• Exposure to professional services firm would be an added advantage.

Character

• Ability to gain the respect of partners & managers and influence them effectively.
• Professional credible.
• Effective communicator both oral and written.
• Adaptable flexible and can-do approach.
• Takes ownership.
• Proactive with strong prioritisation skills.
• Able to multi-task effectively.
• Meticulous attention to detail.
• Strong team skills.
• Committed and determined.

Languages

• Native level Japanese and advanced business level
• English both oral and written

Skills

• Data analytics and reporting capability.
• Strong employment law knowledge.
• International mobility experience.
• Exposure to HR systems/databases - Workday experience would be a plus.
• Commercially aware.
• Advanced IT skills Excel Word PowerPoint Outlook.

Technical Skills:

This list of duties and responsibilities above is not exhaustive. It is intended to describe the general content of and requirements for the performance of this job. As such the role may also include the undertaking of additional tasks as required.