Human Resource Relations Manager

SYED MUBARAK BIN SYED OSMAN

Personal Details

*th January 1967

**-****-***

Male

Married

Malaysian

Language: English, Bahasa Malaysia

Written: English, Bahasa Malaysia

Spoken: English, Bahasa Malaysia

Highest Education:

Malaysian Institute of Human Resources Management (MIHRM)

Certified Advanced Human Resources Professional (CAHRP)

MBA General – Asia e University, Malaysia (2017)

Background:

Industrial Relations / Union Management / Trade Dispute Case

HR Management, HR Business Partnering, Employee Survey

HR Transformation & Restructuring

Rightsizing / Downsizing & Merger, Employee Engagement

Talent Acquisition, Succession Planning

Organizational & People Leadership

HR Legal & Compliance, EICC/RBA/ISO Management System

Performance Management, Reward System

Industry:

Automobile / Vehicle / Automotive Ancillary

Manufacturing / Production

Highway Concessionaries / Toll Expressway Operator

Medical Devices / Healthcare Products

Current Status: Head of IR & Union Management (On contract basis)

Perusahaan Otomobil Nasional Sdn Bhd (Proton)

Current Salary: RM14,300 Basic + RM1,700 Car Allowance

Expected Salary:RM12,000 (Negotiable)

Notice Period: One (1) month

Note: My contract with Proton is expiring on 13 January 2022.

ORGANISATIONS SERVED

Company: Duration: Position held:

Perusahaan Otomobil Nasional Sdn Bhd (Proton), Selangor Jan 2020 – Present Head of IR & Union Management

Escatec Electronics Sdn Bhd, Penang 2016 – 2019 Head of Human Resources &Administration

Seagate Industries (M) Sdn Bhd, Penang 2010 – 2015 Head of IR & Union Management

Fujikura Federal Cables Sdn Bhd, Penang 2006 – 2009 Head of Human Resources & Administration

PLUS, Expressways Berhad, Penang 1995 – 2005 Head of HR & Administration

Konsortium Lebuhraya Butterworth – Kulim (KLBK) Sdn Bhd 1991 – 1994 Head of HR & Administration

B. Braun Medical Industries Sdn Bhd, Penang 1987 – 1990 Industrial Relations Manager

EXECUTIVE SUMMARY:

Accomplishments & Awards:

1.Received the Promising Human Resource Excellence Award in 2006 at National Level.

2.Panel of Industrial Court from 2005 until 2010.

3.Trainer / speaker in HR Conferences and HR Trainings.

4.Manage Union and several Collective Agreements for National and in-house unions.

5.Successfully led the transformation exercise on workforce optimization, restructuring, right sizing, mergers & acquisition.

6, Certified for ISO/ EICC for the company.

Industrial Relations:

Manage disciplinary cases and domestic inquiry (DI), and establishing Prima Facie cases via facts finding, conducting investigations and collaborative evidence to ensure a sound Industrial Relations and Good Labour Practice. Conducting Downsizing and reduction-in-force (RIF) Grievance Handling, Union management, and lead the Collective bargaining team; attend all court cases related to employees. Provide expert advice to all line management related to laws & policy. Handling Domestic inquiry will be part of my responsibilities to conduct investigation /handling pertaining to any cases of against the labour law. I have also managed EICC (Electronic Industry Citizenship Coalition) code of conducts audit with the stakeholders. Providing HR guidance and consultations when appropriate. Developing Hand book & Collective Agreement in term of wordings and the whole contents.

HR Business Processes and Policies:

Processes and policies provide structure for efficient operations and serves as guiding documents for the effectiveness of the whole organization. He has abundant experience of developing the HR business and policies as per company’s requirements. Actively identifies gaps, proposes and implement changes necessary to cover risks. He has been responsible for implementing the Company Handbook which covers all the clauses, e.g., terminations, disciplinary proceedings & confidential agreements. He has also created the company application form in an innovative version. He has also been involved with code of conduct audits with the Internal Auditor & Compliance.

Organizational and People Leadership:

One of the most important challenges faced by organizations is how to balance the needs of business in a fast-changing world with increasing completion, need for innovation and entry of new generations to the workforce. This topic has been of great interest to him over time and his approach to tough questions are: Positivity, flexibility and engagements. Based on these factors, he has developed many successful teams as well as new structures and strategies in modern the HR business relationship.

Recruiting:

I possess an excellent understanding of manpower situation and recruitment success factors in Malaysia. I

have access to vast contacts and databases relevant to high tech industry. I have demonstrated an outstanding

performance as evidenced hiring specialist for DL (Direct labour) & IDL (In Direct Labour). My key abilities

include: Job requirements & job description development, recruiting & selection technique, interviews and

selection procedures, HR policies and processes, arranging career shows/talks, university collaborations etc.

to garner best HR solutions. Employee engagement, reducing legal risks and ensuring statuary compliance.

Training and Development:

Being a strong believer in lifelong learning for myself, I have a passion to help people to develop to their best

potential. With my acumen of connecting individual development needs with total skill set needed for the

success of an organization, I can develop an effective learning and development program. Apart from learning

and development program management, I am also a subject matter expert (SME) of Employment Laws, Team

Building Programmed, Stress Management, HR management, etc. I also have experience of conducting training

for GLC companies, in corporate companies and manufacturing factories on various HR topics.

HR Business Processes and Policies:

Processes and policies provide structure for efficient operations and serves as guiding documents for the

effectiveness of the whole organization. Through my qualifications and professional development I have

abundant experience of developing the HR business and policies as per company’s requirements. Actively

identifies gaps, proposes and implement changes necessary to cover risks. In my current and previous

positions I have been responsible for implementing the Company Handbook which covers all the clauses, e.g.

Company overview, Performance evaluations & compensation, benefits, terminations, disciplinary proceedings

& confidential agreements. I have also created the company application form in an innovative version.

CAREER HISTORY

Jan 2020 – Present

Head of IR & Union Management (On contract basis*)

PERUSAHAAN OTOMOBIL NASIONAL SDN BHD (PROTON), Selangor

Note: * My contract with Proton is expiring on 13 January 2022.

Reports to: Senior Director, Human Capital Admin

Direct reports: 3

Total workforce: 9,300

Union: 2 National unions and 3 in-house unions

Responsibilities:

Manage daily Group disciplinary management covering disciplinary inquiries, proceedings, including decisions on punishment up to dismissal and termination.

Conduct operational Group IR disciplinary investigations, prosecutions, punishments including the documentation thereof.

Manage, handle and advise all Group’s Industrial Court and judiciary reviews litigation matters including preparing court papers, liaison with panel lawyers and court officials.

Advise and coach the Group’s Performance Management functions on managing poor performance cases for all employees of the Group from monitoring up to termination/ dismissal (if necessary).

Analyze, develop and propose improvement plans/processes and engagement strategies for the Group disciplinary management.

Manage, handle, advise including visits to the Group’s subsidiaries to provide briefings on Group’s policies and regulations. Conduct, monitor, supervise subsidiaries’ disciplinary investigations, problem-solving relating to industrial disharmony for the purposes of maintaining industrial harmony.

Communicate and/or negotiate with, handle, manage Trade Unions on all aspects of Industrial Relations matters including grievance complaints, employees’ suggestions/ proposals, issues on any matters including trade disputes.

Manage, handle and participate actively in collective bargaining sessions and collective agreements preparations.

Handle and execute special ad-hoc projects relating to Group and operational functions.

Co-ordinate job functions and roles under Industrial Relations and Human Resources subsidiaries/operational levels.

Develop and conduct training modules and sessions for the Group employees at all levels on terms & conditions of service, rules & regulations, supervisory skills and disciplinary administration and management disciplinary management and employment & industrial laws including inductions programs. Responsible for overall performance of the Department of Industrial Relations & Union Management.

Development and accountable for the planning organizing, integrating and measured of Industrial Relations & Union.

To lead group of Human Resources staff to in HR System, Polices & Procedure.

Responsible to design and deliver strategy with the key focus on modernizing and engaging employee’s.

Support management in managing company wide range of issues.

Design and development of policy, processes and tools to deliver required changes at all levels of the organization.

Set direction, create policy and offer expert advice in all matters relating Industrial Relations &Human Resources.

Preparing in departmental annual budgeting.

Identify current & potential risks at site and evolve plans to mitigate.

To develop pay structure for the all Level of employees.

Build skills and expertise across the Human Resources department, including capabilities in System & Process.

Co-ordinate and integrate all activity across the business into a coherent plan.

Support and align cultural and behavioral change necessary for all Human Resources programs.

Foster strong links with external networks and share best practice.

Manage & evolve the monitoring systems, using new digital platforms.

Responsible for updating self on the changes to labor laws, arbitration/court decisions and anything else that

may affect union-management relations or employee-management relations.

To develop and streamline the Industrial Relations Policy & Procedure.

Handling Disciplinary action process in the matters like unauthorized absenteeism, negligence, insubordination,

idling & wasting the time, stoppage of work, by way of verbal counselling, written counselling, cautioning,

warning, suspension & termination.

Handle Domestic Enquiry process.

Develop & Implement Grievance Redressed mechanism by proactively implementing Grievance Redressed

forums for employees.

Resolve issues in a timely manner. Prepare & track the progress by way of implementation of dashboard. Develop & Implement Strategy to deal with Union(s). Should have fair, firm & factual relationship with Union

leaders.

To assist Site Leader & Labor Relation Technology w.r.t Collective Bargaining & Long Term Wage Settlement process.

Determining management strategies and options during conciliation in IR department and mediation

proceedings, in consultation with the Senior Management.

Work with line managers and union leaders to handle employee complaints, settle disputes and resolve

grievances.

Providing into the formulation of relevant and proactive communications to management and employees,

before, during and after industrial action.

Assisting or representing management in statutory conciliation/non statutory.

2016 – 2019

Head of Human Resources

ESCATEC ELECTRONICS SDN BHD, Penang

Reports to: General Manager, Operation & CEO

Direct reports: 6

Total workforce: 3,000+Union: 2 unions

Responsibilities:

•Responsible for overall performance of the HR Department.

•Development and accountable for the planning, organizing, integrating and measurement of the HR Development functions in order to ensure its contributions to the company’s vision, business goals and plans for both short term and long term.

•Contributes to the overall objectives of the company by the development and administration of the HR Policies, Procedures and Benefits Administration, Employee Searching, Staffing, Recruitment, Employee Communication, Employee Relation / Employee Development Relations/Welfare, Performance Management, Organizational Development, Recreational and Safety.

Accountability:

•Establish and implement induction programs for all new employees and to familiarize them with the Company and to induct them into the organization.

•Develop and recommend human resources policy practices. Work with management in implementing these plans and programs.

•Ensure that the Company’s rules and regulations are followed closely and disciplinary actions impartially and consistently carried out based on performance management.

•Provide support in overall wide Company Occupational, Health and Safety Management Programs and report any accidents, emergency, unsafe acts, unsafe conditions, near misses, pollutants & other hazards to EHS Engineer/Safety & Health Committee Members.

•Participate in the company wide Occupational Health & Safety Management System (OHSMS) activities.

•Administer the grievance procedure especially through the Interaction Management Program and teaching / counselling Managers / Supervisors in grievance handling and keeping them informed of taken on grievances.

•Liaise with the relevant Government Bodies including Immigration, SOCSO, EPF, etc.

Employee Sourcing and Staffing:

•Establish and maintain job description, evaluation, retention programs to ensure low turnover rate.

•Establish recruitment programs to ensure quality fulfillment of the company’s manpower needs are done on a timely basis.

•Develop and implement programs to achieve favorable company image in the community.

Compensation, Benefits/Recognition:

•Maintain an effective compensation and benefit plan to attract, motivate, retain right people, right caliber, ensure competitiveness through conducting or participating in salary and benefits surveys.

•Maintain the performance appraisal system; ensure timely and good performance appraisal is done for all employees.

•Assist the Managers and GM in identifying employees with high potential and plan for their development for succession to develop them to fullest potential.

•Recognition and rewards for achievers.

Communication:

•Hold regular quarterly communication meeting, generate interesting business update package. Meetings are held in English and Bahasa Malaysia.

•Hold other employees’ communication on a needs basis, e.g. Tea Talk, Newsletter, etc.

•Handle all media advertisement for the company and to liaise with the relevant Authority to project Escatec as a good corporate citizen.

•Provide sufficient resources to support OHS Programs.

•Generate departmental Occupational Health & Safety Management Programs (OHSMPs) in line with the company's OHS objective, target and programs (where applicable).

•Drive the implementation of OHSMPs (where applicable).

•Promote safety and health awareness to support Occupational Health and Safety Policy.

Authority:

•On the status of Payroll all levels.

•Authority to propose promotion and equity adjustment for employees all level.

•Authority on disciplinary matter of the employees for all level.

•Authority on Human Resource Administration and Human Competency Development.

Human Resources:

•Knowledge of principles and techniques of supervision and motivation.

•Ability to plan and organize the activities of others.

•Ability to modify leadership style and management approach to reach goals.

•Ability to set goals, develop strategies for meeting the departmental/company goals related to company’s vision.

•Ability to identify problems recognizes symptoms, changes and alternative solutions. Makes timely, good decisions even under of risk and certainty.

•Ability to manage the financial expenditure of the department.

•Draw conclusion and judgment on expenditure for the employee’s programs and benefits.

•Ability to bring conflict or discernment into the open and use it efficiently to enhance the quality of decisions and arrive at constructive solutions while maintaining positive working relation with others.

•Take charge and initiate action to accomplish company’s goals through department and company activities.

•Creates an environment in which employees are rewarded for accomplish of groups and individuals.

•Assign responsibilities and tasks to subordinates, monitor the progress and exercise control.

•Evaluate subordinates, provides performance feedback and facilities for growth. Responds appropriately and competently to the demands of work challenges when confronted with changes, ambiguity and adversity.

•Ability to develop short and long range plans that is comprehensive, realistic and effective in meeting departmental goals.

2010 – 2015

Head of IR & Union Management

SEAGATE INDUSTRIES (M) SDN BHD, Penang

Reports to: Senior Director, Human Resource

Direct reports: 2

Total workforce: 5,000+

Union: One in-house union

Responsibilities:

•Develop & implement of ER/IR policies for the company, ensure alignment and monitor effectiveness.

•Responsible for the preparations, negotiations and follow-up of Collective Agreement (CA) negotiations.

•Responsible for good working relations with stakeholders within the company, Chairperson of working committees with union.

•Member of the CA negotiating team to deliver the CA that meets both the local business requirement and company agenda and acceptance by the union staff representative.

•Remain up to date with emerging trends, changing in legislation and develop effective strategies in response.

•IR expert for the company. Provide advice to Business Leaders/Managers on IR/ER strategy, policy and process, e.g. Consultation requirement, management of compliance, grievance/disciplinary procedure.

•Maintain regular contact with staff representative bodies and union representatives and sub committees

•Handle difficult cases, such as performance management cases and performance Improvement Plan (PIP), long term illness and (potential) dismissal.

•Represent the business in local regional IR/ER networks.

•Remain up-date with emerging trends, changes in legislation and develop appropriate responses at local level.

•Lead local communication activities.

•Implementation and follow up of the company survey plans & actions

•Provide support to projects e.g. developing new terms and conditions.

•Responsible for consistent and fair handling of resolving grievances, code of conduct complaints & disciplinary measures.

•Managing of reconciliation of labour/dismissal cases with Labour Department/Industrial Relations Department.

•Take ownership for the training and development needs of the employees for IR

•Business Continuity Plan requirement, by manage the BIA / Risk Assessment annually for IR Department.

•Manage & lead the audit for Electronic Industry Citizenship Coalition (EICC) Labour section.

•In-charge of Employee programs – Service Award/STAR performer/ESS/Best Team Award.

•Orientation/Induction programmed for new employee on HR policy & procedure.

•Managed & Develop IR strategy & policy and procedure.

•Led Seagate Malaysia’s operations on work force optimization, restructuring, right sizing, mergers & acquisition.

2006 – 2009

Head of Human Resources &Administration

FUJIKURA FEDERAL CABLES SDN BHD, Penang

Reports to: Head of HR

Direct reports: 2

Total workforce: Around 3,000

Union: One union

Main Scope: Plan, manage, direct and control the overall HR function through effective implementation of HR programs in line with company’s policies and procedure and systems to ensure consistent practices in HR Management to support of the Company’s short term and long term business objectives.

Responsibilities:

Job Purpose:

To plan, manage, direct and control overall function of Human Resource through effective implementation

of Human Resource programs in line with company’s Human Resource policies and procedure and

systems to ensure consistent practices in Human Resource Management to support of the Company’s

short term and long term business objectives.

Accountabilities:

Manpower Planning & Staffing

Facilitates the continuous review of manpower planning according to business requirements

Ensures that selection and recruitment strategy and processes are in place after clear identification of

short and long term recruitment needs

Ensure the selection and recruitment practice in line with company standards and business needs

Acts as “recruitment champion” for the whole organization, supporting and leveraging the performance

of the business

Supports Head of Department (HOD) and Head of Unit (HOU) to ensure that career plans are in line

with talents’ aspiration while organizational needs are taken into account (Talent Review, Succession

plans and Individual career plans)

To recruit foreign worker and contract workers based on the production need.

Training & Development

Takes ownership for the training and development needs of the employees

Identifying learning and development requirements/ needs by using competency model

Assesses individual and group development needs in liaison with the HOD/HOU and develops learning

strategy activity plan

Ensures relevant learning intervention takes place in liaison with the consultant

Evaluates the outcomes of learning interventions together with the HOD/HOU.

Employee Relations

Custodian of all employee relations principles, hence responsible to communicate and educate line

managers about HR policies and procedures and proactively helps the roll-out of changes

Advises and supports on issues related to Labour legislation

To provide excellent and cost effective facilities, amenities and welfare for employees

To maintain close working relationship with Sport & Recreational Committee, Safety & Health

Committee, ISO / Quality Committee, Union Committee

To attend IR matter with IR Department, Labour Office and IR Court.

To negotiate with union on collective Agreement

To handle canteen and cooperative.

To handle immigration matters in term of renewal of visa for expatriate.

Policies, Procedures and System

Facilitates the continuous review of the HR related initiatives to ensure that organizational change

programs are in line with business strategy

To enforce the implementation of Human Resource policies and procedures within the company to

ensure consistent, firm and fair treatment of Human Resource related issues in line with company’s

practices and recommended for improvement.

To co-ordinate the preparation of monthly manpower statistic / remuneration / medical

expenses/attendance report for the company to ensure accurate information and data to assist decision

making relating to human resource management at Company.

Proactively shares views and leverages other team performances by channeling information and needs

from the line management.

To ensure that Company vehicles are properly kept and maintained.

To monitor the usage of the vehicles, petrol consumption, service and repairs

To ensure that fixed assets register is being updated accordingly and physical assets are tagged

properly

To monitor the purchase and disposals of fixed assets

To monitor office equipment maintenance and ensure that equipment is fit for usage at all times

To ensure the security guards appointed to follow the company procedure/agreement

To review and update the department work flows and documentation which include insurance claim,

vehicle maintenance, office equipment maintenance.

1995 – 2005

Head of HR & Administration (Northern Region)

PLUS, EXPRESSWAYS BERHAD (PLUS), Penang

Note: I joined PLUS after KLBK was acquired by PLUS

Reports to: Regional Manager / General Manager, HR & Administration (Head Quarters)

Direct reports: 5

Total workforce: Around 1,800 covering northern region (Bukit Kayu Hitam to Ipoh Utara)

Union: 2 unions

Responsibilities:

•Prepare annual manpower budget to ensure accurate accounting of manpower level for all operating departments within the Region.

•Conduct quarterly review of manpower utilization plan to ensure flexible manning level.

•Support Section Managers to ensure that career plans are in line with talents aspiration while organizational needs are taken into account (Talent Review, Succession plans and Individual career plans)

•Coordinate performance appraisal system within region to ensure effective appraisal systems.

•Ensure that formal performance management process (appraisal, objective setting) is embedded, used and applied in line with company objective using Scorecard / KPI.

•Enforce the implementation of HR policies & procedures within the company to ensure consistent, firm & fair treatment of HR related issues in line with the HQ practices.

•Monitoring the compliance level with all statutory requirement and audit requirement.

•Proactively supports function to apply & carry out poor performance management processes

•Sustains and supports the company’s rewards principles throughout the various interventions (job grading, yearly salary review, job evaluation, promotions exercises).

•Conduct Audit with internal Auditor at Section within Northern Region on HR policies and procedure quarterly.

•Manage the timely production, collation, storage & reporting of data pertaining to headcounts, employee personal records & acts as a custodian of the departmental budget.

•Functions as advisor regarding salary policy / recognition tools (cash and non-cash).

•Inform and advise to key decision maker on rewards principles (salary review, promotion).

•Custodian of all employee relations principles. Responsible to communicate and educate line managers about HR policies and procedures and proactively helps the roll-out of changes.

•Advises and supports on issues related to Labour legislation.

•Provide excellent and cost effective facilities, amenities and welfare for employees.

•Maintain close working relationship with Sport & Recreational Committee, Safety & Health Committee, ISO / Quality Committee, Union Committee. Attend to IR matters with IR Department, Labour Office and IR Court.

1991 – 1994

Head of HR & Administration

KONSORTIUM LEBUHRAYA BUTTERWORTH – KULIM (KLBK) SDN BHD, Penang

Note: Moved to PLUS as Head of HR & Admin (Northern Region) after KLBK was acquired by PLUS.

Reports to: CEO and General Manager, Group HR & Administration

Direct reports: 4

Total workforce: Around 1,200

Job Purpose: Plan, manage, direct and control the overall HR function through effective implementation of HR programs in line with the Group’s HR policies and procedure and systems to ensure consistent practices in HR Management in support of the Company’s and Group’s short term and long term business objectives.

Responsibilities:

Manpower Planning & Staffing:

•Facilitate continuous review of manpower planning according to business requirements.

•Ensure that selection and recruitment strategy and processes are in place after clear identification of short and long term recruitment needs.

•Ensure the selection and recruitment practice in line with company standards and business needs.

•Acts as “recruitment champion” for the whole organization, supporting and leveraging the performance of the business.

•Supports Head of Department (HOD) and Head of Unit (HOU) to ensure that career plans are in line with talents’ aspiration while organizational needs are taken into account (Talent Review, Succession plans and Individual career plans).

Training & Development:

•Takes ownership for the training and development needs of the employees.

•Identifying learning and development requirements/ needs by using competency model.

•Assesses individual and group development needs in liaison with the HOD/HOU and develops learning strategy activity plan.

•Ensures relevant learning intervention takes place in liaison with the consultant / Group HR.

•Evaluates the outcomes of learning interventions together with the HOD/HOU.

Compensation & Benefits (C&B):

•Plan and develop the C&B package to ensure it accurately compensate employees in line with performance.

•Manage the job evaluation process, including the collation of job specifications, job description documents and person specification documents.

•Continuously manage and improve alignment between rewards strategies and practices with corporate objectives to ensure the Company gains competitive advantage from effective rewards management.

•Ensure that the company’s C&B practices are in line with market practices and enables the company to continuously attract and retain the right people, including the use of benchmarking exercises.

•Oversee the C&B data integrity so as to ensure that all is kept with highest level of confidence and integrity.

•Manage the timely production, collation, storage and reporting of data pertaining to organizational headcounts, employee personal records and acts as a custodian of the departmental budget.

•Manage relationship with external rewards and compensation community which includes and not limited to C&B consultants and C&B managers in other company.

•Ensure that the principles of high-performance culture are applied in people management processes especially in performance management (target setting, rating consistency).

•Ensures that formal performance management process (appraisal, objective setting) is embedded, used and applied in line with Company objective.

•Ensure the implementation of performance measurement tools and

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