Human Resources Officer

About Asylum Access

We are human rights advocates who support forcibly displaced individuals and communities as they reclaim their rights, agency and power. 

Our unique combination of legal empowerment, policy advocacy and global systems change creates conditions in which refugees can live safely, move freely, work legally and go to school. Our work transforms the traditional approach of endless humanitarian handouts to a sustainable solution that honours refugees’ freedom, dignity and autonomy, and empowers them to make choices about their own lives.

Asylum Access’ global team and family of local civil society organisations advocate to make human rights a reality for refugees throughout Africa, Asia and Latin America. Our national organisations are led and staffed primarily by community members in those countries, and there is strong mutual trust and respect between us and our clients. On the international stage, we work with established institutions to shift the global system to better uphold and promote refugees’ human rights. We can help catalyse and lead systemic transformation because, uniquely among NGOs in the refugee response sector, we focus exclusively on rights and governance.

Department Description

The Operations Department at Asylum Access Malaysia provides support to the organisation in the areas of technology, security, risk management, human resources and monitoring and evaluation. The Operations team aids the organisation to most effectively use its financial, personnel, and technological resources to serve clients, take care of staff and volunteers, and expand its impact globally.

Supporting organisation-wide system development, the operations team is based in the headquarters team but also interacts with local office leadership. The Operations team works in collaboration with the finance department and programs department to ensure that organisational resources are used efficiently and that our programs have the support they need to succeed and grow. Position Description

The Human Resources Lead will be responsible for overseeing all aspects of HR operations, including payroll management, recruitment, employee relations, performance management, training and development, compliance, and HR policy implementation. This role requires a strategic thinker with exceptional leadership skills, a strong understanding of HR best practices, and the ability to foster a positive and inclusive work environment.

Key Responsibilities

Recruitment and Onboarding

• Support and facilitate the recruitment process for all staff, volunteer and intern/fellow positions at AAM with our DEI (diversity, equity, and inclusion) values in mind;
  
• Develop and implement effective recruitment strategies to attract and retain top talent;
  
• Manage the end-to-end recruitment process, including job postings, resume screening, interviewing, and offer negotiations;
  
• Collaborate with hiring managers to identify staffing needs and onboarding plan;
  
• Work with the Asylum Access Headquarters Human Resources Department to strengthen applicant tracking systems.

HR Administration and Systems Management

• Oversee HR administration tasks, including maintaining employee records, processing payroll, and managing benefits administration;
  
• Utilise HRIS systems to streamline HR processes and generate reports for management review.

Employee Relations and Performance Management

• Serve as a trusted advisor to employees and management on HR-related matters;
  
• Monitoring staff performance and attendance including setting up of structure and processes for disciplinary action;
  
• Handle employee relations issues, including conflict resolution, disciplinary actions, and grievances;
  Implement performance management processes, including goal setting, performance appraisals, and development plans;
  
• Maintain an up-to-date contracts and agreement related to staff, consultant and other external parties;
  
• Negotiating salaries, contracts, working conditions or redundancy packages with staff and representatives;
  
• Looking after the physical and mental health, safety and welfare of all employees;
  
• Advising line managers and other employees on local employment law and the AAM’s own employment policies and procedures;
  
• Maintaining the Staff Handbook;
  
• Identify training needs and develop training programs to enhance employee skills and workplace related topics;
  
• Facilitate training sessions and workshops on various HR-related topics, such as diversity and inclusion, leadership development, and compliance training.

Employee Benefit Management

• Manage employee benefit programs, including health insurance and wellness initiatives;
  
• Evaluate and select benefit providers, negotiate contracts, and monitor program effectiveness;
  
• Communicate benefit offerings to employees and provide guidance on enrollment and eligibility requirements.

Governance

• Communicate with Companies Commission Malaysia (CCM) and Company Secretary related to Organisation registration and updates; 
  
• Liaising with the Board of Directors (BOD) to organise meetings and documentation.

Miscellaneous 

• Assist development department in administrative tasks, including but not limited to helping organise thank you notes, assisting in mailings and supporting annual appeal efforts;
  
• Other duties and tasks as assigned.
  

Reports to : AAM’s Associate Director of Operation.

Minimum Qualifications

• Fluent in English and Malay, including solid writing skills in both languages;
• Demonstrated experience in human resources and finance;
• Impeccable attention to detail;
• Demonstrated experience in recruiting qualified candidates and managing hiring processes;
• Solid organisational and project management skills; ability to manage multiple projects at once, to see projects through to completion, and to take initiative;
• Strong working knowledge of Google Apps (Gmail, Google Drive, Calendar, Docs) and Microsoft Office;
• Interest in international human rights and/or refugee rights and/or related topics;
• Ability to work with diverse individuals and groups

Preferred Qualifications

• Experience in BambooHR or similar HRIS;
• Experience in project management;
• Graduated in Administration, Human Resources, or related careers;
• Knowledge of the Malaysian Labour Law;
• Minimum of two years' experience in personnel management, preferably in civil society organisations;
• Ability to organise and work with diverse and multicultural teams;
• Willingness to work under pressure and with a good level of autonomy;
• Good organisation and systematisation skills of work;
• Motivated about the mission, vision and work approach of Asylum Access Malaysia.

Start Date : As soon as possible.

Salary and Benefits

The position comes with a competitive nonprofit salary, and a robust benefits package including paid time off and professional development funds. The salary scale ranges from RM4000 to RM4500 per month depending on experience. 

Hours and Location of Work

This is a full-time position based in Kuala Lumpur, Malaysia.

We anticipate this position will require 40 working hours per week, with the occasional requirement to work outside of normal business hours for events, workshops, and other work-related commitments. 

*** Please note that only shortlisted candidates will be contacted for the recruitment process.

Asylum Access is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We value the expense of those who have experienced displacement and encourage people with such lived experiences to apply. For more information about our organisation, visit