Summary

Job Family Group Description - Human Resources:
Includes all jobs providing support to the business in the field of Human Resources Management, such as talent acquisition and management, compensation and benefits, employee relations and HR administration in alignment with our company’s strategy, practice and objectives.

Job Family Description -HR Operations:
Acts as the first point of contact for HR-related queries from employees and external partners. Provides daily HR activities and administrative support to our employees while conforming to labour laws.
Job Description

Kering HR Shared Services aim at performing HR related activities for Kering brands and employees. These activities include transactional activities (HR Operations and Payroll Inputs).

Position purpose

HR Administration Officer is responsible for all service catalog activities related to administrative operations for brands served by the HRSS.

He/she is the first point of contact for the employees, brand HR and local partners in the region. He/she must be well-versed in the HR policy of the brand and territory assigned, and keep updated with the local social, and employment laws.

Key responsibilities

HR Administration

On-board new joiners – coordinate between brand HR, candidate, payroll team and local partners in acquiring the necessary documentation and tools to permit the new joiner to work, as per local regulations
Register new employees to brands’ benefits programs (as per eligibility) and ensure their activation as appropriate, i.e. medical health coverage, employee discount, pension, etc.
Document and keep up to date with the brands’ policies.
Liaise with external partners like local partners, insurance vendors, benefits partners, etc.
Record & monitor work permit and residence visa validities for existing employees
Remind and guide employees and brand HR on the work authorization requirements and procedures
Maintain employees’ personnel files and archive the necessary documents
Ensure that service agreements are met and processes are working efficiently and effectively at all times.
Off-board employees – coordinate between brand HR, employee, payroll team and local partners to cancel the work permit and/or residence visa
Responsible for regularly reviewing the HRSS administrative processes, identifying inefficiencies and areas for improvement
Preparing administrative letters such as No Objection Certificates, Salary Certificates, Bank Letters, Employee Certificates, etc.
Deliver daily operations and support Brands and Corporate projects as necessary
Provide payroll monthly reports and inputs to payroll team for the month’s cycle
HR Shared Services Tools

Validate, check, input and collect missing information to maintain HR System (Workday)
Work closely with each brand HR on Workday use and data completion
Check the evolution/updates in Workday, ensure consistency within brand, and collaborate with HRIS team for any exceptional cases
Propose update on HR System (Workday) in case of change in brand, local or administration requirements and conduct testing (as required)
Coordinate with payroll team to ensure data alignment or follow up on specific employee information required
Employee and Brand Relations

Provide information on services and reports as requested
Ensure any queries or concerns are addressed with brands in a professional and timely manner, managing matters escalated by the team
Plan and organize anticipated projects in collaboration with brand HRs to ensure smooth operations
Answer employees and brand HR queries on the Kering Connect platform or reroute requests to the appropriate stakeholders as required
Monitor requests turn-around times (SLAs) and implement continuous improvement
Advocate simplification and standardization of policies and processes
Absences

Manage all types of Absences when recorded on Workday, ensuring all supporting documentation is provided, as per brand’s requirements
Maintain excellent knowledge of the brand’s policies, relevant legislations and any applicable updates
In charge of the administrative validation of specific types of absences, submitted via Workday, before payroll cut-off.
Coordinate with payroll and brand HRs on long-term absences.
Audit & Compliance

Support the brands’ with all internal and/or external audits
Requirements

Excellent organizational skills, with an ability to prioritize important projects
Proven work experience as an HR Administrator, HR Administrative Assistant or relevant role
Experience with HR softwares (Workday is a plus)
Computer literacy (MS Office applications)
Thorough knowledge of labor and social laws
High customer orientation and strong willingness to ensure employee satisfaction
Strong phone, email and in-person communication skills
BS in Human Resources or relevant fields