People Service Japan, Sr. Specialist for Employee Life Cycle and Benefit

Our Team:

People Services is managing end-to-end employee lifecycle processes, time management and payroll & benefit administration. As part of the whole organization, the Japanese team is supporting processes for Japan which means supporting around 2.000 employees with their payroll, benefits and queries / requests related to HR Admin topics.

The purpose of this role is to:

• Supervise on a day-to-day basis the benefit Kuala Lumpur Hub team members
• Lead the administration of Employee Life Cycle (ELC) & Benefit task for Japan working to the respective Service Level Agreements (SLAs)
• Manage operational ELC & Benefit Administration activities working closely with the broader People Services team and with the Payroll BPO partner
• Address operational issues following through to resolution in an effective and timely manner
• Deliver operational KPIs and comply with Sanofi policies and guidelines including GDPR/ Japan local regulations
• Provide Level 2 support for ELC & Benefit Administration processes in partnership with the broader People Services team
• Participate in continuous improvement and corporate initiatives, projects. Represent the Japan specific requirements.

This position is reporting to the People Services Manager Japan. They work closely with the overall People Services team, P&C, Legal, ITS Business Partners, BPO partner and other third-party providers.

KEY ACCOUNTABILITIES

Deliver all ELC & Benefit-related activities efficiently, flexibly, accurately and on-time

• Maintain benefit administration,
  • Oversee the preparation of onsite benefit data including the collation of submissions from internal partners and third party suppliers
  • Become point of contact for benefit KL Hub team, connecting with local and third party stakeholder
  • Ensure the completion of accurate & timely reporting to third parties including pensions & company benefit, together with all other reporting for Finance and business requirements
  • Oversee preparation of ad-hoc reports as required in line with data protection requirements

•  Provide support to Employee Life Cycle operation,
  • Oversee the onsite ELC operation on the ground including the collation of submissions from local stakeholders and third-party suppliers
  • Coordinate the administration of national or international transfers including immigration and relocation
  • Coordinate and administer termination/ offboarding and onboarding activities
  • Manage all documents related to employee life cycle management (preparation, collection, validation, archiving)
  • Address operational issues and follow through to resolution in an effective and timely manner

• Ensure that the above is executed in compliance with Sanofi policies and guidelines and per the Global Core Model and operational KPIs
• Develop and apply up-to-date knowledge and awareness of local legislation  
• Develop expert level knowledge of the activities in scope as well as local knowledge of entities in scope
• Prepare and contribute to business reviews as requested
• Monitor operational KPIs and pro-actively manage execution issues
• Build, document and transfer EE Core Model process knowledge (Level 6/7) relating to Benefit Administration (and any other areas with scope of the role)
• Provide Level 2 support for benefit administration both through continuous contribution to the Knowledge Database and through responding to queries in ServiceNow in line with agreed SLAs
• Liaise with internal and external auditors and lead the timely preparation and delivery of material to meet both internal and external audit requests
• Monitor and amend processes/data flows in line with statutory and compliance requirements without compromising the Global Core Model

Continuous improvement

• Identify process improvement opportunities through elimination of redundant activities
• Participate in process automation initiatives and ensure seamless adoption and transition
• Identify issues, analyze root causes, propose and implement improvement actions
• Update country manual, work instructions and SOPs as new cases and information may arise.

Project management ownership and/or support of organisational initiatives

• Participate in and support the full implementation of the Global ELC & Benefit Models and associated projects
• Support new projects particularly managing those affecting benefit build/specification

Training

• Keep personal professional knowledge up-to-date. Participate in professional training and upskilling, review professional journals and publications, align with an appropriate professional body and participate in the professional community

About you

Functional

• Broad understanding of HR process and activities (essential)
• Awareness of data privacy rules (GDPR etc) (advantageous)
• Strong problem solving, deductive and analytical skills (advantageous)

Technical

• Computer literate and familiar with HR / Human Capital Management related tools & systems as e.g. Workday (advantageous)
• Knowledge of Microsoft Office with advance level proficiency in Excel (essential)

Interpersonal

• Ability to interact with internal and external clients in a professional manner (essential)
• Team player, able to work collaboratively transversally and with People Services front line teams with an end to end mindset (essential)
• Good communication skills (advantageous)
• Attentive to customer needs and feedback (advantageous)

Leadership

• Organized and structured to execute tasks as per deadlines (essential)
• Attentive to detail and works with precision (advantageous)
• Action oriented, delivery driven, change agent (advantageous)

BACKGROUND AND EXPERIENCE

• Graduate or Master’s degree with HR or business administration (advantageous)
• First hands on experience in a HR role preferably in an international multicultural environment (essential)
• Fluent in English (essential)