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.
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.
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