Please note that this is a 1-year contract position under agency payroll, subject to further extension or conversion depending on business needs.

The HR & Office Manager will provide comprehensive support to Ipsen KK in various Human Resources and Administrative functions, including recruitment, employee relations, performance management, and compliance.

This role demands a proactive individual with strong communication and organizational skills to ensure the seamless operation of HR processes and contribute to the organization's overall success.

The ideal candidate will possess a strong background in HR and administration, excellent communication skills, and the ability to manage multiple tasks and complexity efficiently in a fast-paced environment. This position requires discretion, attention to detail, and the ability to handle sensitive information with integrity.

Responsibilities

Collaborate with Centers of Excellence (CoE) on Recruitment, Compensation & Benefits, and Talent Management

• Work with CoE teams to implement HR programs and initiatives related to recruitment, compensation & benefits, performance management, and talent management.
• Provide support and coordinate with CoE teams and external vendors on HR-related tasks, including monthly payroll, annual health checkup programs, and medical insurance.
• Assist in developing and implementing HR campaigns, initiatives, best practices, and standards.
• Participate in HR projects and initiatives aimed at improving HR processes and enhancing employee engagement.

Ensure HR Compliance

• Ensure adherence to local labor laws and regulations.
• Maintain accurate and up-to-date employee records and HR documentation.
• Provide training and guidance to employees and managers on HR policies and legal requirements.
• Monitor changes in labor laws and update HR policies and procedures accordingly.
• Handle employee grievances and disputes in accordance with legal and company guidelines.
• Ensure proper documentation and reporting of workplace incidents and investigations.
• Collaborate with legal and compliance teams to address any HR-related legal issues.
• Implementation and management of an automated attendance management system
• Implement and manage work rules updates and effective communication and implementation

Onboarding / Offboarding Coordination

• Work with the HR Shared Services team to complete the necessary paperwork and documentation.
• Assist Talent Acquisition in local recruitment processes
• Organize orientation sessions to introduce new employees to the company culture, policies, and procedures.
• Coordinate with IT and other departments to ensure new hires and leavers have the necessary equipment and access, and collect company property.
• Conduct exit interviews to gather feedback and insights from departing employees.
• Communicate the departure to relevant departments and update organizational charts and contact lists.

Administrative Support

• Travel Arrangements: Manage travel logistics (including internal visitors and the GM), ensuring adherence to travel policies and optimizing cost and efficiency. Management of travel agency vendors.
• Expense Management: Process and reconcile expense reports and invoices, ensuring all expenses are accurately recorded and submitted per company policies.
• General Office Facilities/IT: Point of contact (POC) for coordination of activities associated with the maintenance of building facilities and IT Asset management.
• Administration: Includes processing of purchase orders and supporting payment processes, including membership renewals, name cards, etc., for the local office.
• Regularly report on ESG performance and progress through sustainability reports and other communication channels.
• Any other administrative support and tasks as required and assigned by the Company

Communication Coordination

• Correspondence Handling: Manage incoming and outgoing communications, including emails, phone calls, and postal mail. Screen and prioritize messages and requests, ensuring critical information is relayed promptly.
• Stakeholder Interaction: Act as a liaison among internal departments, external partners, and stakeholders. Facilitate smooth communication and maintain professional relationships.

Corporate Governance

• Track and manage the use of the company seal
• Facilitate corporate governance change/filing

Document and Presentation Preparation

• Report Drafting: Prepare and edit business reports/reviews. Ensure documents are formatted according to company standards and contain accurate and relevant information.
• Presentation Support: Develop and refine PowerPoint presentations and other supporting materials for meetings, conferences, or pitches. Work collaboratively with other departments to gather necessary data and visuals.

Project / Budget Management

• Project Tracking: Assist in managing projects by tracking deadlines, milestones, and deliverables. Use project management tools to keep all project information organized and accessible.
• Manage personnel, HR and office budgets, and information

Experience / Qualifications

• Bachelor's degree in Human Resources, Business Administration, or a related field.
• Strong knowledge of HR practices and labor laws, preferably within the pharmaceutical or related industry.
• Strong organizational and time management abilities.
• Proficiency in HR software and Microsoft Office Suite.
• Familiarity with office gadgets and applications (e.g., e-calendars, copy machines).
• Excellent verbal and written communication skills in Japanese and English
• Discretion and confidentiality.