PPLS Employee & External Life Cycle Specialist, Japan

• Position: PPLS Employee & External Life Cycle Specialist, Japan

• Reporting Manager: PPLS Lead, Japan

Opella is the self-care challenger with the purest and third-largest portfolio in the Over-The-Counter (OTC) & Vitamins, Minerals & Supplements (VMS) market globally.   

Our mission is to bring health in people’s hands by making self-care as simple as it should be. For half a billion consumers worldwide – and counting. 

At the core of this mission is our 100 loved brands, our 11,000-strong global team, our 13 best-in-class manufacturing sites and 4 specialized science and innovation development centers. Headquartered in France, Opella is the proud maker of many of the world’s most loved brands, including Allegra, Buscopan, Doliprane, Dulcolax, Enterogermina, Essentiale and Mucosolvan.  

As a globally certified B Corp company, we are active players in the journey towards healthier people and planet. Find out more about our mission at www.opella.com. 

Job Description

Global Business Services (GBS) was established as a new transversal, multi-disciplinary function supporting and accelerating Opella as a Consumer Healthcare business through the implementation of a set of operational legal presence across in-scope markets. Opella Global Business Services (GBS) drives transformation projects to ensure it delivers best in class processes in terms of quality, cost, performance, customer satisfaction and needs, supported by high quality master data and performance KPIs.

For People Services, GBS will be covering the following areas of the process:

• Organization & Employee Master Data: data accuracy and data completeness

• Employee Life Cycle Management (EELC): from hiring to retiring, including contract and job changes.

• Employee Queries: global and local articles, ticketing

• External Workforce: data management, onboarding and offboarding

• Transversal: reporting, compliance, continuous improvement

• Time to Pay (T2P): benefits, payroll data, calculation, post payroll and support activities

• International Mobility (IM): manage and support permanent international transfers and local work permit application across regions

PPLS Employee & External Life Cycle Specialist, Japan, you will be responsible for end-to-end management of employee and non-employees’ lifecycles. This role will deliver a seamless onboarding, movement and offboarding experiences for all employees while maintaining compliance and a positive experience for all. This position reports directly to the PPLS Lead, South Asia and collaborates closely with People and Culture (P&C), Payroll, Rewards partner, the global mobility team and external vendors.

Accountabilities/ Key Accountabilities

Employee Lifecycle

• Coordinate pre-onboarding and onboarding activities for employee and non-employee, including document collection, system access and induction scheduling.

• Manage lifecycle changes such as contract renewal, transfer, promotions job changes, international relocation or reporting line change.

• Coordinate offboarding process processes including system access removal, exit documentation and final clearance.

• Partner with various stakeholders to ensure a seamless onboarding and exit process.

• Liaise with HR, managers, Digital, Facilities or Security whenever needed.

• Support in submission of regular statistical reports on HR information by collecting, analyzing, and summarizing data

• Conduct workday training sessions for employees and people manager

• Support monthly reconciliation between Payroll and Workday to ensure Workday data is correct

• Support where required on submission of employee data

Contract Management

• Contract Management

• Draft, prepare, and issue offer letters to selected candidates based on approved templates and job offers

• Ensure accuracy of compensation, benefits, and employment terms in each offer letter.

• Coordinate with P&C or Rewards partner to customize offer letters when required.

New joiner document collection

• Communicate with new hires to collect all necessary documentation (e.g., identification card, academic certificates, bank account, etc.).

• Store/ save necessary documentation online and file physical employee files (if require)

Background checks

• Initiate and manage background checks for all new employees in accordance with company procedures and policies

• Liaise with third-party background check service providers to ensure timely and accurate reporting

• Review background check reports and flag any discrepancies or concerns to P&C for further investigation

Pre-medical checkup

• Schedule pre-employment medical checkups for new hires in collaboration with designated medical facilities

• Ensure timely completion of the medical checkup process and follow up on results

• Maintain confidentiality of medical information and ensure compliance with privacy laws

• Store/ save necessary pre-medical checkup report online and file physical employee files (if require)

External Workforce Management

• Oversee contractor, non-employee or intern’s lifecycle management from onboarding to exit.

• Manage queries related to external workforce.

• Manage external workforce reporting.

Query & case management

• Manage and promote Self-Service articles. Deliver a positive customer experience in handling employee queries.

• Enforce Service Level Agreements and monitor key performance indicators.

• Ensure timely closure of all team tickets in line with defined SLAs.

Transversal

• You will closely work with Payroll team applying our global Core Model

• Assist candidates and employees with all the available self-services, assist managers and P&C in their day-to-day administrative tasks

• Contribute to continuous Improvement idea by providing feedback on known issues, propose ideas, take initiatives, share best practices

• Support any business initiatives such as new merger or acquisition, divestiture, new technology, outsourcing projects if required.

PO Management

• Create, review, and process purchase orders in accordance with company policies and procedures.

• Monitor PO status and ensure timely approvals, confirmations, and deliveries.

• Ensure compliance with procurement policies, audit requirements, and SOX controls.

• Support month-end and year-end closing activities related to open POs.

• Liaise with suppliers to confirm order details and manage changes or cancellations.

Back up ELC

• Serve as a backup support for Employee LifeCycle activities, ensuring continuity and compliance in processes such as onboarding, offboarding, employee movements, contract management and other HR operational tasks.

• Collaborate closely with the other EELC team to maintain accurate employee records and ensure timely execution of EELC processes during periods of absence or high workload.

• Support the implementation and improvement of EELC related systems, documentation and processes to enhance efficiency and employee experience.

Experience

• Thorough understanding of end-to-end ELC & Benefit processes and activities.

• Understanding of Onboarding, Offboarding, time & attendance, compensation, taxation, benefits, and pension processes.

• Good understanding of HR process and activities.

• Awareness of data privacy rules (GDPR etc.)

• Strong problem solving, deductive and analytical skills.

• High level of discretion and ability to handle confidential information.

• Proficient in Excel, Workday, ServiceNow and mobility tracking systems.

• Ability to interact with internal and external stakeholders in a professional manner

• Team player, able to work collaboratively transversally and with PPLS team

• Good communication skills

• Ability to work independently and take ownership of tasks and processes

• Ability to organize, prioritize and structure the tasks for oneself

• Attentive to detail and works with precision

Requirements

• Bachelor's degree in a relevant field

• 3 - 5 years hands on experience in HR, support areas, transformation project, HR Operations, or related field in an international, multicultural, complex environment

• Fluent in English and Japanese with excellent verbal, written and presentation skills to engage effectively across diverse audiences.

Why us? 

At Opella, you will enjoy doing challenging, purposeful work, empowered to develop consumer brands with passion and creativity. This is your chance to grow new skills and be part of a bold, collaborative, and inclusive culture where people can thrive and be at their best every day. 

We Are Challengers. 

We are dedicated to making self-care as simple as it should be. That starts with our culture. We are challengers by nature, and this is how we do things: 

All In Together: We keep each other honest and have each other's backs. 

Courageous: We break boundaries and take thoughtful risks with creativity. 

Outcome-Obsessed: We are personally accountable, driving sustainable impact and results with integrity. 

Radically Simple: We strive to make things simple for us and simple for consumers, as it should be. 

Join us on our mission. Health. In your hands. 

www.opella.com/en/careers