HR

Role Overview

Manages the full employee lifecycle at Zera — from recruitment and onboarding through appraisal, development, and separation. Ensures staff welfare, compliance with Malaysian labour law, and alignment with school culture.

Key Responsibilities

• Recruit and onboard new staff
• Manage staff appraisals and development plans
• Handle contract renewals and separations
• Administer staff welfare and care programmes
• Maintain personnel records and compliance documentation
• Manage disciplinary processes and improvement plans

Processes

HR01 — Recruitment

Frequency: as needed Approval: Finance, hiring department head Tools: job portals / spreadsheet Coordinates with: hiring department, Finance

1. Receive staffing request from department head with role justification
2. Obtain budget approval from Finance
3. Draft job description and requirements
4. Post vacancy on job portals and relevant channels
5. Screen applications and shortlist candidates
6. Schedule and conduct interviews with department head
7. Conduct reference checks for selected candidate
8. Issue offer letter upon approval
9. Coordinate start date with hiring department

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HR02 — Onboarding

Frequency: as needed Approval: HR Tools: Commun / SIS / checklist Coordinates with: hiring department, IT, Operations, Account

1. Prepare employment contract and collect signed documents
2. Set up personnel file with personal details and emergency contacts
3. Coordinate IT access (email, systems, SIS)
4. Arrange workstation and equipment with Operations
5. Schedule orientation programme (school tour, policies, culture)
6. Introduce to team and key contacts
7. Set up payroll with Account (AC23)
8. Schedule probation review date
9. Confirm onboarding checklist is complete

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HR03 — Appraisal

Frequency: termly / yearly Approval: department head, Finance Tools: appraisal form / spreadsheet Coordinates with: department heads, leadership

1. Distribute appraisal forms and timeline to department heads
2. Staff complete self-assessment
3. Department heads conduct appraisal meetings with staff
4. Collect completed appraisal forms
5. Review for consistency and flag any concerns
6. Compile summary report for leadership
7. Identify training needs and development plans
8. File appraisals in personnel records

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HR04 — Staff Cares

Frequency: ongoing Approval: HR Tools: Commun Coordinates with: all departments

1. Monitor staff morale through regular check-ins
2. Plan and organise staff welfare activities (birthdays, gatherings, appreciation)
3. Address staff concerns or grievances confidentially
4. Coordinate with relevant parties if support is needed
5. Maintain record of welfare activities and feedback
6. Review and improve staff care initiatives each term

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HR05 — Contract Renewal

Frequency: yearly / as needed Approval: Finance, department head Tools: contract templates / spreadsheet Coordinates with: department heads, Finance

1. Generate list of contracts expiring in the upcoming period
2. Request renewal recommendation from department heads
3. Review staff appraisal and performance history
4. Obtain budget confirmation from Finance
5. Draft renewed contracts with updated terms if applicable
6. Meet with staff to discuss renewal and any changes
7. Collect signed contracts and update personnel files
8. Notify Account of any salary changes for payroll

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HR06 — Disciplinary to Improvement Plan

Frequency: as needed Approval: Finance, department head Tools: documentation templates Coordinates with: department head, leadership

1. Receive formal concern or incident report from department head
2. Investigate and document the issue
3. Conduct meeting with staff member (with department head present)
4. Issue verbal or written warning as appropriate
5. Draft Performance Improvement Plan (PIP) with clear targets and timeline
6. Staff acknowledges and signs the PIP
7. Monitor progress with scheduled check-ins
8. Review at end of PIP period — confirm improvement or escalate
9. Document all outcomes in personnel file

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HR07 — Separation

Frequency: as needed Approval: Finance Tools: checklist / templates Coordinates with: department head, Account, IT, Operations

1. Receive resignation letter or initiate termination process
2. Conduct exit interview
3. Calculate final entitlements (leave balance, notice period)
4. Coordinate with Account for final salary and claims (AC13)
5. Revoke IT access and system accounts
6. Collect school property (keys, laptop, ID)
7. Issue experience letter and related documents
8. Update personnel records and close file
9. Notify relevant departments of departure