The Contract and Document Controller will be responsible for managing human resources (HR) contracts and employee documentation throughout their lifecycle. The role ensures that HR contracts and records are accurate, compliant with applicable requirements, confidential, and easily retrievable.

The successful candidate will support HR operations, audits, compliance reviews, and data privacy requirements by maintaining reliable contract records, managing employee personnel files, and ensuring proper document control procedures are followed.

Key Responsibilities

• Prepare, review, issue, and track HR contracts, including employment contracts, renewals, amendments, promotions, transfers, terminations, and consultancy agreements.
• Maintain an accurate contract database and tracking system to monitor contract status, renewals, and expiry dates.
• Ensure that contracts and HR documents comply with company policies, applicable labour laws, and data protection regulations.
• Maintain accurate employee personnel files in both physical and electronic formats.
• Update and maintain Human Resources Information System (HRIS) records relating to contracts and employee documentation.
• Ensure HR documents are properly organized, securely stored, and readily accessible when required.
• Support HR audits, compliance reviews, and document verification exercises.
• Protect confidential employee information and ensure compliance with data privacy and document retention requirements.
• Train HR and administrative staff on document control procedures and proper records management practices.

Key Performance Indicators (KPIs)

Performance will be assessed against the following indicators:

• Contract Tracker Accuracy: Maintain accurate contract records with zero missed renewal or expiry deadlines.
• Document Filing and Retrieval: Ensure accurate filing and prompt retrieval of HR documents.
• Timely Contract Processing: Issue and process contract renewals within the required timelines.
• Audit Compliance: Achieve zero major audit findings relating to HR documentation.
• Data Privacy Compliance: Comply with data privacy, confidentiality, and document retention requirements.
• HR Document Compliance Rate: Maintain a high level of compliance across HR contracts and employee records.

Qualifications and Requirements

Applicants should meet the following requirements:

• Education: Bachelor’s degree in Human Resources, Business Administration, Law, Information Management, or a related field.
• Work Experience: Two to three years of experience in contract administration, document control, HR operations, or records management.
• Contract Administration: Familiarity with employment contracts, HR documentation, and contract lifecycle management.
• Legal and Regulatory Compliance: Understanding of labour compliance and data privacy requirements, including frameworks such as the General Data Protection Regulation (GDPR) or Personal Data Protection Act (PDPA), where applicable.
• Attention to Detail: Strong ability to maintain accurate records and identify documentation errors.
• Organizational Skills: Excellent document management, coordination, and time-management abilities.
• Confidentiality: Ability to handle sensitive employee information professionally and securely.

• Prepare, review, issue, and track HR contracts, including employment contracts, renewals, amendments, promotions, transfers, terminations, and consultancy agreements.
• Maintain an accurate contract database and tracking system to monitor contract status, renewals, and expiry dates.
• Ensure that contracts and HR documents comply with company policies, applicable labour laws, and data protection regulations.
• Maintain accurate employee personnel files in both physical and electronic formats.
• Update and maintain Human Resources Information System (HRIS) records relating to contracts and employee documentation.
• Ensure HR documents are properly organized, securely stored, and readily accessible when required.
• Support HR audits, compliance reviews, and document verification exercises.
• Protect confidential employee information and ensure compliance with data privacy and document retention requirements.
• Train HR and administrative staff on document control procedures and proper records management practices.

• Contract Administration
• Legal and Regulatory Compliance
• Attention to Detail
• Organizational Skills
• Confidentiality

• Bachelor’s degree in Human Resources, Business Administration, Law, Information Management, or a related field.
• Two to three years of experience in contract administration, document control, HR operations, or records management.
• Familiarity with employment contracts, HR documentation, and contract lifecycle management.
• Understanding of labour compliance and data privacy requirements, including frameworks such as the General Data Protection Regulation (GDPR) or Personal Data Protection Act (PDPA), where applicable.
• Strong ability to maintain accurate records and identify documentation errors.
• Excellent document management, coordination, and time-management abilities.
• Ability to handle sensitive employee information professionally and securely.