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HR Specialist, IKEA Pasay City (Malaysia-based 12-month Contract)

Petaling Jaya, Selangor People & HR Full Time

Job description

Company description

The IKEA vision is "to create a better everyday life for the many people". We do this by offering a wide range of well-designed, functional home furnishing products at prices so low that as many people as possible can afford them.

We operate in Singapore, Malaysia and Thailand – and have an ambitious expansion plan to bring a little bit of Sweden to new markets in the region, such as the Philippines.

We are part of the Ikano Group of companies and the only IKEA franchisee owned by the Kamprad family that founded IKEA.

Visit to find out more about us at IKEA Philippines.

Job description

About the job

Reporting to the HR Manager, IKEA Pasay City, this MALAYSIA-BASED specialist role is tasked to be the main point person for IKEA Pasay City store co-workers who will be deployed on store attachments in Malaysia. As such, you are tasked to provide administrative support in employment pass-related applications/renewals and cancellations, and in tax-related matters for application / processing for IKEA Pasay City Store co-workers who will be on store attachments in Malaysia.

Your assignment

Employment / Work Pass

  • Prepare relevant documentations for work pass applications, renewals, returned application and cancellations.
  • Follow up application status and once is approved, follow with endorsements.
  • Work closely with the local HR team (MY) in term of process sharing and immigration system support (ESD online application). 
  • Liaise with local Finance team (MY) for preparation of bank guarantee (if any) and payment to relevant government authorities including Immigration, stamping fee and translation fee.
  • Prepare application for Special Pass (if any).


  • Responsible to register tax files for all assignees.
  • Travel to Malaysian Inland revenue Board for contract stamping.
  • Prepare tax return filing for all assignees and submit to Malaysian Inland revenue Board.
  • Follow up tax clearances and visit Malaysian Inland revenue Board regularly to ensure tax clearances are completed on time.
  • Liaise with local Finance team (MY) for preparation of tax payment to Inland Revenue Board.

Overall Admin Support

  • You will assist in finding short- / long-term living arrangements for Pasay City co-workers who will be on store attachments in Malaysia;
  • You will assist in the ordering and issuance of IKEA uniforms and lockers to Pasay City co-workers for their store attachments, and in resolving other admin-related concerns they may have while on store attachments;
  • You will support the Pasay City HR Team in monitoring Timekeeping/Attendance records and work-performance/discipline-related concerns of Pasay City co-workers while on store attachments in Malaysia;
  • You initiate relevant communications with the Pasay City co-workers on store attachments at various stages, as needed.



  • Enjoys working in a team but can also work independently when needed;
  • Has a desire to support and improve the current business and to improve work processes to make them more effective and efficient;
  • Has a desire to deliver high quality work outputs consistently;
  • Enjoys working in a fast pace and possibly high pressure environment, with given deadlines and schedules;
  • Enjoys working on details, and according to check-lists and procedures.


  • Thorough knowledge on relevant Malaysian immigration/employment matters, such as work pass processing and tax-related processing;
  • Working knowledge of relevant Malaysian labour laws and regulations;
  • Knowledge and experience from an International business environment – within or outside IKEA;
  • Previous job experience in an admin and project work environment.


  • With 2-3 years relevant work experience in work pass process and taxation;
  • Fast learner
  • Computer literate, i.e. MS Office;
  • Good communication and interpersonal skills; Fluent in verbal and written English;
  • Ability to build strong working relations especially with local government authorities;
  • Excellent organisational skills; structured and accurate, able to work successfully according to checklists and procedures and establish process flow;
  • Details oriented;
  • Results-oriented; Self-starter/with initiative.

More Information

Role is open only for MALAYSIAN RESIDENTS, for a 12-month fixed term employment contract.

Work location will be at IKEA Damansara, Malaysia.

Please apply by 31 October 2019