Senior HR Executive

Purpose of Role

The Senior HR Executive will support the effective delivery of HR operations across the school, with a particular focus on expatriate management, immigration, ESD, employment and teaching permits, payroll, HR administration and statutory compliance.

The role requires strong attention to detail, confidentiality and the ability to manage multiple HR processes independently while working closely with employees, school leaders, government authorities and external partners.

ISP Principles

• Begin with our children and students. Our children and students are at the heart of what we do. Simply, their success is our success. Wellbeing and safety are both essential for learners and learning. Therefore, we are consistent in identifying potential safeguarding issues and acting and following up on all concerns appropriately.
• Treat everyone with care and respect. We look after one another, embrace similarities and differences, and promote the well-being of self and others.
• Operate effectively. We focus relentlessly on the things that are most important and will make the most difference. We apply school policies and procedures and embody the shared ideas of our community.
• Learn continuously. Getting better is what drives us. We positively engage with personal and professional development and school improvement.

Description of School

At Tenby Schools Penang, part of the International Schools Partnership (ISP) - a global network of 120+ schools across 23 countries, we are proud to offer an international and future-ready learning environment. Our diverse campus hosts students from over 30 countries, providing them with a world-class education and access to amazing facilities, including our state-of-the-art STEAM block.

With nearly 60 years of pioneering experience in international education in Malaysia, Tenby Schools Penang has established a reputation for excellence in staff development and delivering high-quality teaching and learning. What sets us apart is our unique integration of a Private Malaysian School and an International School, fostering a truly unified and inclusive educational experience.

Located on the island of Penang, we are one of the leading schools in the region. If you're looking for a vibrant, progressive, and supportive school community, we encourage you to explore more about Tenby Schools Penang.

Visit our website at  http://www.tenby.edu.my/penang  and follow us on social media to stay updated.

ISP Malaysia

ISP Malaysia operates the Tenby Schools, Asia Pacific Schools and Straits International Schools where we are strategically located covering the Klang Valley, Perak, Penang and Johor within Malaysia. Our experience in education excellence helps us provide amazing learning experiences for students as young as 3 years up to 18 years old. Our schools in Malaysia follow the international school curriculum comprising IGCSE and A-levels, starting at the kindergarten level, while 5 of the schools also offer the Malaysian National Curriculum. While the national and international schools and classrooms are separated, facilities and non-curricular activities are shared between the schools. With over 8,500 students, we have a 60-year history in the country providing education to students and have gained a reputation for excellence and high standards in education.

Key benefits

• A culture of engagement and trust, where staff contributions are recognised and valued.
• A passionate and motivated team of professionals who put children at the heart of decision-making.
• An embedded whole campus commitment to professional development and a commitment to serving others.
• A peer network of like-minded teaching colleagues and support from non-academic staff.
• Access to expertise, best practise sharing and learning opportunities across countries and cultures.
• A commitment to employee well-being.

We also offer:

• Competitive salary
• Tuition fees discount for children of employees
• Medical outpatient and insurance benefits
• Personal Accident insurance coverage

Key Responsibilities

Expatriate, Immigration & Employment Pass Management

• Manage the full process for expatriate staff employment and immigration matters, including preparation, submission, renewal and cancellation of relevant passes and permits.
• Coordinate applications through ESD, Immigration, MOE and other relevant government authorities.
• Manage and monitor teaching permits and related approvals for expatriate teaching staff.
• Ensure all expatriate documentation, permits and approvals are accurate, complete and renewed within the required timelines.
• Maintain up-to-date records and tracking of all expatriate passes, permits, renewals and expiry dates.
• Liaise with government authorities, external agents and internal stakeholders to resolve immigration and permit-related matters.
• Provide guidance to expatriate employees on relevant immigration, employment and onboarding requirements.

Payroll & Statutory Compliance

• Manage and coordinate the full spectrum of monthly payroll processing, ensuring timely and accurate payroll completion.
• Prepare and submit statutory contributions and related reports to relevant authorities, including EPF, SOCSO, EIS, LHDN and other applicable statutory bodies.
• Ensure payroll records, deductions, allowances, claims and employee changes are accurately maintained.
• Support payroll reconciliation and respond to payroll-related queries from employees and management.

HR Operations & Employee Records

• Manage day-to-day HR correspondence, documentation and employee records throughout the employee lifecycle.
• Prepare, update and maintain accurate HR records, including employee information, contracts, attendance, leave, medical claims and other HR documentation.
• Ensure HR records and documentation are maintained confidentially and in accordance with company and statutory requirements.
• Support onboarding and offboarding processes, ensuring all required documentation and HR procedures are completed.

 Tax & Expatriate Tax Administration

• Coordinate tax-related requirements for expatriate employees and support the preparation and submission of relevant tax documentation.
• Prepare and monitor tax declarations and statutory submissions for employees and the employer, including relevant LHDN processes such as CP21, EA and tax clearance requirements, where applicable.
• Liaise with employees, payroll and relevant authorities to ensure tax matters are completed within the required timelines.

  HR Cycles & Employee Benefits

• Assist with the annual performance appraisal, salary review and bonus processes.
• Coordinate HR data and documentation required for annual salary and performance exercises.
• Manage employee enrolment and changes to medical and Group Personal Accident insurance schemes.
• Monitor employee benefits and support the resolution of related queries and claims.

HR Reporting & Compliance

• Prepare and maintain accurate HR reports, trackers and management information as required.
• Monitor key HR deadlines, including immigration, permits, contracts, probation, statutory requirements and employee benefits.
• Support HR audits and ensure documentation is complete, accurate and readily available.
• Ensure HR processes are aligned with company policies, employment legislation and applicable regulatory requirements.

HR Advisory & Employee Support

• Provide first-level HR guidance and support to employees on HR policies, procedures, benefits, payroll and employment-related matters.
• Work closely with school leaders and managers on HR operational matters.
• Maintain a professional, confidential and employee-focused approach when handling sensitive HR matters.

General HR & School Support

• Support the HR Manager and wider leadership team with HR projects, process improvements and reporting.
• Identify opportunities to improve HR processes, particularly around expatriate management, immigration and compliance.
• Undertake other HR-related duties, projects and ad-hoc assignments as required.

Key Skills & Competencies

• Strong knowledge of Malaysian immigration, ESD and employment/teaching permit processes.
• Good understanding of Malaysian employment practices and statutory requirements.
• Strong payroll and HR administration experience.
• Excellent attention to detail and ability to manage deadlines.
• Strong organisational and record-keeping skills.
• Ability to work independently and manage multiple cases simultaneously.
• Strong written and verbal communication skills.
• High level of confidentiality and professionalism.
• Good stakeholder management skills, including working with government authorities, external agents, employees and school leadership.
• Proficient in Microsoft Office and HR systems.

Experience & Qualifications

• Diploma or Degree in Human Resources, Business Administration, Management or a related field.
• Minimum 4–6 years of relevant HR experience, preferably with experience in expatriate management and immigration.
• Experience handling ESD, Immigration, MOE and teaching permit applications would be highly advantageous.
• Experience in payroll and Malaysian statutory requirements is preferred.
• Experience working in an international school, education environment or multinational organisation would be an advantage.

ISP Commitment to Safeguarding Principles

ISP is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.

All post holders are subject to appropriate vetting procedures, including an online due diligence search, references and satisfactory Criminal Background Checks or equivalent covering the previous 10 years’ employment history.

ISP Commitment to Diversity, Equity, Inclusion, and Belonging

ISP is committed to strengthening our inclusive culture by identifying, hiring, developing, and retaining high-performing teammates regardless of gender, ethnicity, sexual orientation and gender expression, age, disability status, neurodivergence, socio-economic background or other demographic characteristics. Candidates who share our vision and principles and are interested in contributing to the success of ISP through this role are strongly encouraged to apply.