Director, Human Resources 
(11988)

At One&Only, we exist to create joy for our guests through anticipation, creativity, precision, empathy and warmth. We tailor every aspect of our guests’ stay to bring their dreams and desires to life. With an atmosphere that’s chic but wonderfully unstuffy™, and a team who are meticulous but warm, we seek to exceed our guests’ expectations at every possible turn. 

Nestled on the south-eastern shoreline of Malaysia, between lush rainforests and South China Sea, One&Only Desaru Coast is a spectacular tropical retreat spread across 128 acres of unspoiled nature and flanked by a secluded 1.5 kilometre stretch of pristine white sands. The warm Malaysian charm is one of our most unique and valued assets. With abundant knowledge and generosity, we anticipate our guest’s every need and surpass expectations. Whether we are designing the perfect family day out or arranging a romantic private dinner, we approach everything with imagination to spark a sense of playfulness, discovery and adventure. This is not simply our job, it’s our passion.

About the Role

The Director of Human Resources (in conjunction with the HR Team) will lead the day to day HR Operations.
This will include all aspects of Human Resources from employee relations, compensation and benefits, performance management, training, recruitment, housing, wellness as well as the management of the HR Team, partnering HOD’s, Exec Com as well as driving the hotels KPI’s of GOP, LTO, CES etc. It is not the intent of this job description to cover all aspects of the position but to highlight the most important areas of responsibility.

Key Duties and Responsibilities

Strategy

• Produce and keep alive the hotel People Plan – ensuring that its content ties in with the hotel’s goals
• Implement a sustainable strategy for seasonality of employment 
• Assist with writing the annual HR Strategy for the hotel 
• Identify root causes for any issues and ensure that possible solutions are analyzed 
• Undertake additional duties as requested by the General Manager of the hotel

Employee Relations

• Ensure that the agreed upon disciplinary process is always maintained and fair disciplinary processes are followed by all HOD’s. 
• 100% compliance to the KIM Disciplinary Policy and documentation
• Understand and enforce the KIM Grievance Policy
• Maintain and enhance the open-door policy to all colleagues providing advice and guidance when needed in regard to their issues or concerns and/or grievances. 
• To provide a source of information to HOD’s regarding disciplinary, grievance and staff counselling issues. 
• Ensure that all disciplinary procedures are carried out, taking role of implementing them by ensuring consistency in the policy’s implementation. Take an active role as an arbitrator, note taker or advisor where appropriate.
• Train the AHRM/HR Executive/HR Coordinator etc. in the above process 
• Log all the incidents in HRIS and file the original copies in the colleague’s files
• On a monthly basis summarize all the incidents with regards disciplinary action and present to GM with recommendations

HR Administration

• Ensure the smooth workflow of the various HR functionalities as to maintaining and providing the needed support to colleagues and Supervisors/ HOD’s at all times. This includes, but is not limited to filing, administration of starters and leavers and payroll. 
• To provide an advice service to colleagues and Supervisors/ HOD’s on HR SOP’s, KIM and local people policies, legal requirements, staffing issues, and act as an arbitrator where necessary. 
• Ensure that the hotels are fully compliant with KIM people processes and deadlines that govern all KIM properties. I.e. Colleagues Survey, Success Matters etc.
• Ensure that the handbook is kept up to date at all times and that it is reviewed and printed prior to on boarding. 
• Ensure that all relevant colleagues have colleague numbers
• Ensure that sporadic colleagues files audits are carried out on a monthly basis. Follow-up and ensure that team is fully trained on the correct filing standards. 
• Payroll to be reviewed and checked prior to the GM signing
• Letters to be produced for the colleagues in a timely manner
• On boarding process to be seamless
• To ensure that all leavers are processed in a timely manner and their leaving process is as good as their joining one
• Manage the PRO and visa process to ensure that all colleagues have valid visas and that they are tracked appropriately (where applicable)

Recruitment

• Conduct interviews for all Supervisory and HOD positions
• Be 100% compliant with the KIM Recruitment standards
• Work in conjunction with the VP, Global Human Resources for recruitment of GM’s/Hotel Manager’s/EAM’s/Director of Operations/Exec Com/HR Team
• Supervise HR team with regards to line level recruitment
• Participate in annual salary and benefit surveys
• Ensure that the employment contracts templates are pre-approved by VP, Global Human Resources prior to use and not edited
• Review manning and re-recruitment of all positions 
• Ensure that the arrival experience is as good as the guests
• Ensures that all open jobs are posted to the SOP’s and KIM standards are followed in using the system

Performance Management

• Ensure that all departing colleagues have the opportunity to have an online exit interview
• On a monthly basis ensure that a summary of exit interviews is sent to the GM as well as the HOD’s
• Ensure that the administration of the 3-month/5-month review (where applicable) process in the property and ensure that follow-up for all issues is done in timely manner and results of both follow-up and the initial reviews are communicated to all relevant parties
• Analyze the reviews to see if there are trends in the reviews; this is to be shared on a monthly basis with the GM

Performance Review

• Ensure that appropriate training is done with the HOD’s and Supervisors that administer the review process
• Talent Reviews are alive and active, and the target audience know why they are so important
• Any Development Plans from the Talent Reviews are followed up on and actioned
• Pay increase master spreadsheet is constructed to be reviewed by the GM /Director of Finance as per the policy
• Pay increase letters are done in an accurate and timely manner. All letters are distributed, one singed copy returned, and all the information updated in HRIS.

Reporting

• Provide summary analyses and statistics of turnover at the beginning of each month to the HOD’s and HR teams 
• Have an up to date account of internal promotions/transfers in/transfers out to be submitted to the GM/RHRM on a monthly basis
• Complete the monthly and mid-month HR finance forecast
• Update the personalized departmental reports so that the HOD’s and Exec Com have a clear overview of where is going well and what they need to focus on

HR Communication

• Conduct monthly departmental HR meetings and ensure that it is minuted 
• Keep iKonnect alive and ensure every Colleague has access 
• Conducted weekly documented 121’s with all direct reports
• Share all relevant information with GM/RHRM in weekly 121’s
• Monthly HOD Meeting
• Weekly Exec Com Meeting
• Quarterly all Hotel Meeting
• Morning HR Meeting
• Attend Morning hotel meeting when needed

Employee Wellness

• Conduct walkabout of Heart of House areas once a week and report any maintenance and cleanliness issues to relevant parties. Ensure that clean and hygienic, well-kept staff areas are maintained at all times.   Follow-up on action items to ensure that they are completed before the next weekly HOH walkabout
• Ensure together with the HR team that at least 2-4 social or sports activities are organized for the colleagues on a monthly basis
• Review the annual social calendar to ensure a good mix for the nationalities etc. we employ
• Wellness Events take place ideally at least once a month
• Analyze the trends in sickness to ensure that we get to the bottom of any root causes
• Ensure one CSR event takes place every quarter
• Ensure compliance in all areas of LQA relating to the Heart of the House and Colleague areas

Payroll

• Ensure that the payroll is submitted to Finance on the agreed date
• PH and Lieu day tracking is accurate and up to date
• Overtime tracking is done in a timely manner – analyze to see if we need any more colleagues in any of the departments due to consistent overtime
• Analysis of the above to see if the hotel needs to change the way that we use casuals etc. – make a business case with the HOD for any changes
• Review with the Director of Finance/ GM the payroll figures and challenge the HOD’s with regards to overspending and casual usage

Budgeting

• Meet with all the HOD’s and Exec Com to discuss their manning wish list for the following year’s budget
• Work in excel to ensure that all the costs are accurately budgeted for Finance 
• Prepare the HR Budget – Training, Recruitment, Housing, HR General
• Third party contracts (where applicable)
• Manage the following contracts:

1. Transportation
2. Colleague dining
3. Accommodation
4. Pest Control
5. Medical Insurance

Management

• Supervise the HR team and office on daily basis 
• Schedule HR shift patterns and office opening times to ensure that HR are delivering what the colleagues need 
• Train and develop the team and provide support when required
• Ensure all direct reports have a PDP to achieve their goals
• Ensure that effective communication flow is maintained at all times
• Actively participate in the community involvement projects and initiatives together with the hotel’s management team
• Conduct monthly inspections at the staff accommodations with the Housing team and report the results
• Attend Departmental Meetings to address any issues or concerns for staff each department on a quarterly basis

HR Audit

• Ensure 100% compliance in the HR Audit and do monthly reviews to keep this alive

Colleague Engagement Survey

• Create awareness about Colleague Engagement Survey and market the increased scores with regular celebrations
• Coordinate the hotel’s Colleague Engagement Survey action plans with all HOD’s to ensure that it is a living document
• For the Pulse check ensure that the HOD’s have followed up on their agreed actions and escalate with regards to any challenges
• Ensure that the annual Colleague Engagement Survey cycle is maintained and part of the living culture of the hotel. 

Training

• Ensure that the Training Manager/responsible person conducts the relevant trainings to the business needs
• Attend where possible the monthly departmental trainer meetings with the Training Manager/responsible person
• Ensure 100% Training Manager/responsible person compliant with all mandatory training requirements
• Review the monthly training calendar with the Training Manager/responsible person
• Be the Champion for training the HOD Masterclasses in Recruitment, Capability, Conduct and Grievance – ensure 100% compliance

Accommodation 

• Work with the Housing team to ensure that the colleague accommodation is kept to the same standard as the hotel
• Ensure that CAP’EX is spend and all the FF&E is working and up to the minimum standard
• Any other reasonable duties as directed by the General Manager

Skills, Experience & Educational Requirements

• Prior experience as a stand along HR Manager/Director in a large 5* resort.
• Ideally relevant language skills for the country.
• Robust knowledge of the local labor law and unions where applicable.     
• A true Business Partner to the operation.

Our brand is expanding faster than ever before. We are investing in the growth of our company, and that means we are committed to investing in you. Join a team that is open-hearted, intuitive, generous, and spontaneous in spirit. We believe in making our guests happy beyond anything they have ever imagined. We wow them at every turn and create memories that will last a lifetime. You will be at the heart of this vision, to constantly innovate to deliver Amazing Experiences and Everlasting Memories.