Position Summary

The HRIS Specialist is responsible for overseeing HR technology governance, access controls, security compliance, system and data integrations, third-party risk management, business continuity planning, and contract management. This role ensures that HR systems, vendors, and related processes comply with regulatory requirements, internal controls, information security standards, contractual obligations, and Head Office policies.

The incumbent will work closely with HR, IT, Information Security, Risk Management, Compliance, Procurement, Legal, Internal Audit, and external vendors to maintain a secure, compliant, and resilient HR technology environment.

Reports To

Head of Human Resources Information Systems, Asia Pacific Division

1. User Access Governance

• Own and maintain the User Access Matrix for HR systems, ensuring access rights are aligned with job responsibilities, approval authorities, and segregation of duties requirements.
• Review and coordinate user access requests, changes, and removals in accordance with established control procedures.
• Conduct periodic access reviews and recertification to validate user access and identify excessive, conflicting, or unauthorized access.
• Ensure timely de-provisioning of access for transferred or terminated employees.
• Maintain documentation and evidence for access approvals, reviews, and remediation actions.

2. Security and Compliance Review

• Review HR systems and related processes to ensure compliance with information security requirements, regulatory standards, and Head Office policies.
• Assess system controls, user roles, workflow approvals, and data protection measures for compliance gaps.
• Work with Information Security, Risk, Compliance, and Audit teams to address findings, remediation actions, and control enhancements.
• Monitor compliance with internal governance standards and support issue escalation where needed.
• Maintain audit-ready documentation for system controls, compliance reviews, and policy adherence.

3. System and Data Integration Management

• Oversee the management of HR system and data integrations with internal applications and third-party systems.
• Coordinate with IT and vendors on integration design, testing, implementation, monitoring, and issue resolution.
• Ensure data transfers are accurate, secure, timely, and compliant with data governance and privacy requirements.
• Maintain documentation of integration processes, controls, dependencies, and change history.
• Support system upgrades, interface changes, and testing activities to minimize operational risk.

4. Third-Party Risk Management

• Manage third-party risk assessments and compliance reviews for HR technology vendors, outsourced service providers, and related partners.
• Coordinate due diligence, onboarding reviews, ongoing risk monitoring, and periodic reassessments in line with regulatory and internal policy requirements.
• Partner with Procurement, Risk, Compliance, Legal, and Information Security teams to ensure vendors meet security, privacy, operational, and compliance standards.
• Track and follow up on remediation actions arising from vendor reviews, audits, or risk assessments.
• Maintain vendor risk documentation and monitoring records.

5. Regulatory and Head Office Compliance

• Ensure HRIS operations comply with applicable regulatory requirements, internal governance frameworks, and Head Office policies.
• Translate policy and control requirements into practical procedures and system controls.
• Monitor changes in regulations, internal standards, and governance expectations that may affect HR systems and processes.
• Prepare reports, documentation, and evidence for internal management, auditors, regulators, and Head Office reviews.
• Support the implementation of control enhancements to strengthen compliance and reduce operational risk.

6. Business Continuity Planning

• Design, maintain, and periodically review the Business Continuity Plan (BCP) for HR systems and HRIT operations.
• Identify critical systems, key risks, operational dependencies, recovery priorities, and contingency arrangements.
• Coordinate business impact assessments and recovery planning with HR, IT, and relevant stakeholders.
• Organize periodic testing of business continuity and disaster recovery procedures and track remediation of any identified gaps.
• Maintain up-to-date business continuity documentation, escalation protocols, and incident response procedures.

7. Contract Management

• Support and manage contract administration for HR technology vendors and service providers.
• Coordinate with Procurement, Legal, and business stakeholders on contract review, renewal, amendment, and termination processes.
• Ensure contractual terms align with regulatory requirements, internal policy standards, service expectations, and risk controls.
• Monitor contract obligations, service level agreements (SLAs), renewal timelines, and compliance requirements.
• Maintain an accurate repository of contracts, key terms, obligations, and renewal schedules.

8. Documentation, Reporting, and Audit Support

• Maintain comprehensive documentation for access governance, compliance reviews, integrations, vendor risk assessments, business continuity plans, and contracts.
• Prepare regular and ad hoc reports on access reviews, compliance status, vendor oversight, integration performance, contract renewals, and business continuity readiness.
• Support internal and external audits by providing timely, accurate, and complete information and evidence.
• Track issues, action items, and remediation plans to ensure timely closure and effective control management.

9. Stakeholder Management and Collaboration

• Collaborate with HR, IT, Risk, Compliance, Procurement, Legal, Audit, and external vendors to ensure effective governance and risk management across HR technology.
• Serve as a key contact for HRIS governance, compliance, vendor, and continuity-related matters.
• Provide guidance to stakeholders on policy requirements, controls, and best practices.
• Support continuous improvement initiatives to enhance HRIS governance, compliance, resilience, and operational effectiveness.

Requirements

Education

• Bachelor's degree in Human Resources, Information Systems, Business Administration, Risk Management, Information Security, or a related discipline.

Experience

• 5+ years of experience in HRIT, HRIS, IT governance, risk management, compliance, vendor management, or related control functions.
• Proven experience in user access governance, security/compliance reviews, and audit support.
• Experience managing HR system integrations and working with IT and external vendors.
• Experience in third-party risk management, vendor oversight, and compliance coordination.
• Experience in business continuity planning and operational resilience activities.
• Experience in contract management, including renewals, obligation tracking, and stakeholder coordination.
• Experience in a regulated environment, preferably financial services, is strongly preferred.

Technical Knowledge

• Strong understanding of role-based access controls, segregation of duties, user provisioning, and system security governance.
• Knowledge of HR systems such as SAP SuccessFactors, Workday, Oracle HCM, or similar platforms.
• Familiarity with system integration concepts, data interfaces, APIs, and change control processes.
• Understanding of regulatory compliance, third-party risk management, internal controls, and business continuity principles.
• Basic understanding of contract terms, SLAs, and vendor governance frameworks.
• Proficiency in Microsoft Office applications, particularly Excel, PowerPoint, and Word.

Skills and Competencies

• Strong analytical, organizational, and problem-solving skills.
• High attention to detail with a strong governance and control mindset.
• Strong communication and stakeholder management skills.
• Ability to interpret policies, controls, contracts, and regulatory requirements.
• Strong documentation and reporting capability.
• Ability to manage multiple priorities, deadlines, and cross-functional coordination.
• Professional judgment and discretion in handling sensitive and confidential information.

Preferred Qualifications

• Experience with SAP SuccessFactors role-based permissions and security administration.
• Familiarity with financial services regulations, audit requirements, and Head Office governance models.
• Professional certifications such as CISA, CRISC, CISSP, CBCP, PMP, or related certifications are an advantage.
• Experience working in regional or global organizations with complex governance structures.

Key Success Measures

• User Access Matrix is accurate, current, and supported by effective review and approval processes.
• HR systems remain compliant with regulatory, audit, contractual, and Head Office requirements.
• System and data integrations operate effectively with appropriate controls and minimal disruption.
• Third-party risk and vendor compliance activities are completed accurately and on time.
• Business Continuity Plan is well-documented, regularly tested, and operationally effective.
• Contracts are properly tracked, renewed, and managed in compliance with organizational standards.
• Audit findings, compliance gaps, and vendor issues are addressed and remediated promptly.