Human Resources and Administration Assistant

ROLE PURPOSE:

The HR and Administration Assistant will support the field office in strengthening and maintaining HR and Admin systems in close coordination with the Head Office including but not limited to office administration recruitment benefits administration staff capacity building and implementation of wellness initiatives and maximize staff retention. The position holder is the focal person in monitoring child safeguarding being embedded in the operations.

KEY AREAS OF ACCOUNTABILITY

HUMAN RESOURCES:

Recruitment and Selection

• Ensures completion of required recruitment supporting documents (Requests for Personnel Action (RPA) signed; budget allocations identified)
• Endorse job descriptions to HR Manager to conduct Job Evaluation
• Lead in the ORC recruitment process of Field Office personnel
  • Drafts and posts vacancy announcements
  • Screens applicants for shortlisting
  • Recommends candidates for shortlisting to the hiring managers
  • Sets interview schedules
  • Facilitates interview process
  • Facilitates the interview process collates interview results conducts background check
  • Endorse final candidate to Recruitment Specialist for legal vetting and final processing
• Assist and follow-ups in the completion of pre-employment requirements
• Coordinate housing arrangements for new hires or relocated staff.

Learning and Development

• Monitoring of staff compliance in mandatory training (LMS)

Internship

• Facilitates School Partnership to schools/universities
• Process end-to-end internship application under the supervision of the HR generalist

Volunteer Management

• Facilitates the end-to-end volunteer management process to field office under the supervision of the designated HR personnel handling volunteer management
• Coordinates with line managers of office volunteers to ensure contracts allowances and performance or learning objectives are in place.

Benefits Administration

Health and Wellness

• Preparation and endorsement of staff enrolment termination of membership modification requests re-enrollment etc. to benefits Specialist
• Coordination for staff requests concerns and other inquiries about the health card (answer FAQs).
• Distribution of principal and dependent HMO cards.
• Process other health and wellness benefits of field office staff(wellness activities flu vaccine APE etc.)
• Follow up and collatevitamin receipts
• Assist compliance with requirements for staff hospitalization

Leave Management

• Monitors leave credits of Field Office staff and ensures proper documentation of leaves

Statutory Benefits

• In coordination with QCO HR ensure that all statutory benefits are processed and properly documented

Performance Review

• Support line managers in performance management review of staff to ensure that the field office has a basis to carry out an effective and efficient performance management system
• Collates all submitted Performance Review Forms of Field Office staff and maintains a readily accessible file for HR and learning and development actions.

Employee Engagement

• Collaborate with staff to enhance workplace culture.

HR Support Services

• Answers FAQs from applicants and SCP staff relative to standard policies benefits processes etc.; refers more complex questions to appropriate senior-level HR staff or management
• Ensure completion of offboarding requirements for staff with ending contracts resigned or separated from service (e.g. completion of clearance return of assigned assets). Facilitate the signoffs and LBC of hardcopy of documents to QCO HR.
• Work closely with QCO HR in monitoring the contract end dates of staff to ensure last pay and other benefits are put on-hold and are released after submission of clearances
• Maintains processes and reconciles a wide variety of payroll documents and materials in compliance with established policies and regulatory guidelines. (OT & leave approvals authority to deduct SSS/PaglBlG salary loan deduction forms etc.)
• Ensures that the HR aspect of SCPs emergency response implementation is delivered according to best practice HR standards and comply with legal procedures and the Labor Code
• Ensure compliance with Data Privacy Law and related policies and procedures; ensure a high level of confidentiality regarding personnel data and ensure that all employee information is kept up to date complete and held in a secure place
• Initiate activities that will promote employee morale and wellness
• Address employee concerns related to the office environment.
• Implement workplace safety measures.
• Address housing-related concerns raised by employees.
• Reminder reiteration of announcements and other requirements (D2P work arrangement advisories and others)

ADMINISTRATIVE SERVICES:

Administration of travel and bookings

• Supports in managing travel and booking and accommodations for staff and visitors of the Field Office; analyze procedures and make recommendations to improve travel request and processing procedures.
• Lead and/or support in managing events and activities
• Facilitates requests for activities/events following the procurement process and in coordination with Supply Chain. Checks for completeness and accuracy of approved Purchase Request for event arrangements
• Supports records management and archiving - analyze internal processes and recommendations for the implementation of policies and procedures or policy changes to improve records management of archiving; provide historical reference by developing and utilizing filing and retrieval systems.
• Provide office maintenance support
• Support staff in processing in country and out of country visa processing.

Office Supply and Facilities Management

• Supports in the administration of inventory supplies to ensure operations run smoothly in the Field Office. This includes office supply/materials/equipment delivery scheduling issuance and distribution; printing (internal) and reproduction of required materials; recycling of materials/supplies pantry supplies etc.
• Management of outgoing and incoming communications (letters)
• Serves as the point of contact for service providers such as utility personnel and security guards
• Monitors schedules and manages regular maintenance repairs and/or renovation of the Field Office facilities to include but not limited to general cleaning checking and replacing of electrical and plumbing fixtures fumigation and pest control etc.
• Maintains appropriate records of budget codes of where supplies are charged
• Assist the implementation team in all of the administrative and logistics support needed
• Takes charge of the booking of the conference room hotel rooms and other venues
• Preparation of documents for utility bills payment (e.g. Electric bill phone bills from PLDT travel etc.)
• Check releasing to suppliers and bills payment.
• Ensures the appropriate use and security of assets and equipment assigned to the field office area.