Administrative Executive Senior Administrative Executive, Human Resources

The Administrative Executive / Senior Administrative Executive Human Resources supports the delivery of effective and compliant HR services across Recruitment HR Operations and Professional & Organisational Development (POD). The role ensures regulatory compliance (including expatriate and academic employment requirements) efficient HR processes and a positive employee experience aligned with the Universitys strategic objectives.

The role holder works closely with the Manager HR (Operations) 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.
• 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 Universitys 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.

3. Professional & Organisational Development (POD)

• Support the Head of HR in implementing the Universitys Staff Development and Talent Management Framework aligned with institutional strategy covering performance management skills development succession planning capacity building staff engagement and retention.
• Develop and manage a quarterly Organisational Development training calendar and promote training opportunities to staff.
• Administer training enrolment processes and recommend improvements based on participant feedback.
• Maintain accurate records of staff Continuous Professional Development (CPD) hours using the Oracle Learning and Development module.
• Prepare and analyse monthly training reports tracking training hours conference participation and development progress; regularly update and advise managers.
• Manage training fund applications with the Human Resources Development Corporation (HRD Corp) and monitor fund utilisation.
• Support managers and staff in identifying development needs from performance reviews and source appropriate training providers.
• Manage structured induction and onboarding programmes including campus orientation introduction to University culture E-Induction modules and completion of mandatory training.
• Guide staff in preparing their Forward Job Plan (for new staff) and Performance and Development Review (for existing staff) using the Oracle Learning and Development system.
• Manage the Universitys internship programme including internship recruitment (posting positions shortlisting coordinating interviews and selecting interns) schedule planning and internship timeline at peer institutions payment of monthly allowances monitoring intern progress and reporting outcomes.
• Collaborate effectively with global HR colleagues to ensure consistency of development frameworks and practices across the University.

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.

Person Specification

This section details the attributes e.g. skills knowledge/qualifications and competencies which are required in order to undertake the full remit of the role.

Essential

• Diploma or Degree in Human Resources Business Administration or a related discipline
• Admin Executive: Minimum 2 years of relevant working experience in HR providing professional level generalist HR/Development support in a wide range of HR functions.
• Senior Admin Executive: Minimum 5 years of relevant working experience in HR providing professional level generalist HR/Development support in a wide range of HR functions.
• Applicable to both: Proven experience managing end-to-end recruitment coordination and related HR operational activities.
• Experience working independently and managing multiple recruitment and operational priorities concurrently.
• Experience liaising with internal stakeholders and external service providers.
• Fluent (verbal and written) in English and another language Malaysia.
• Knowledgeable in Employment Act and HR regulations.
• Excellent computing skills including Office 365 suite with capability to support basic digital skills enhancement.
• Effective stakeholder management and communication skills.
• Familiarity with HR systems recruitment platforms and operational reporting.

Desirable

• Prior experience in recruitment coordination HR operations and POD within a structured organisation.
• Familiar with Oracle HCM suite in particular Learning Talent Succession and Performance.
• Prior experience providing secretariat support to employee committees or staff engagement initiatives.
• Experience working in a globally-connected organisation / higher education environment.
• Some understanding of higher education environment.
• Working knowledge of HRD Corporation and its latest development.
• Experience of working as part of small or remote team.

Essential Criteria these are attributes without which a candidate would not be able to undertake the full remit of the role. Applicants who do not clearly demonstrate in their application that they possess the essential requirements will normally be eliminated at the short-listing stage.

Desirable Criteria these are attributes which would be useful for the candidate to hold. When shortlisting these criteria will be considered when more than one applicant meets the essential criteria.

Application Process

Applications should be submitted to Careers system.

Applications must be submitted by 9 April 2026.If you are not contacted by the selection committee by 17 Aprilthen please assume that on this occasion your application has been unsuccessful.

The University is committed to equality of opportunity.