Human Resource and Administration Coordinator

QUALIFICATIONS

• Education: Bachelor's Degree holder of any related, but not limited to Business or HR Management, Sociology, and/or Psychology.
• At least 1 to 2 years of experience in the HR/Admin field. Experienced in handling HR systems is desirable.
• Has background or experience in creation and implementation of HR internal processes, policies, and procedures.
• Has background or training related to public or corporate governance and research.
• Experienced in handling and safekeeping confidential and sensitive information.

SKILLS AND COMPETENCIES

• Excellent writing and effective communication skills (verbal/written) in the English language.
• Excellent teamwork, collaboration, and interpersonal skills.
• Effective planning, organizational, and time management skills with demonstrated resourcefulness in setting priorities.
• Effective critical thinking skills.
• Effective relationship management skills.
• Detail-oriented and reliable to complete tasks.
• Computer literate – must be Microsoft and Google Suite competent and has advanced
• Knowledge in the use of technology such as online database tools to gain efficiencies.

SPECIAL CHARACTERISTICS

• Friendly and professional demeanor.
• Strategic and proactive in planning projects for the long term.
• Life-long learner – open to learning outside the box, and of concepts and practices in the areas of corporate governance and/or people/organizational management.
• Has high level of initiative – from planning to execution of projects/tasks.
• Good governance advocate – has principles of good governance, or those of related to ICD's core values (i.e., Independence, Solidarity, Patriotism, Integrity and Ethics, Excellence, and Social Responsibility).
• Highly values the confidentiality and sensitivity of information.

NATURE AND SCOPE OF WORK

As HR & Admin Coordinator of ICD, the candidate will have the key role in 1) facilitating the end-to-end recruitment and exit process of candidates and employees concerned; 2) recommending and implementing of policies and procedures; and 3) performing administrative tasks in coordination with the Finance, HR and Admin, & IT team. He or She will be tasked to facilitate and optimize human resources processes which involve the use of Human Resources Management System (HRMS). Moreover, he or she will be expected to facilitate the employee engagement activities, training and development, and performance management of employees in coordination with the HR & Admin Director and ICD Management team. Lastly, the candidate will be tasked to oversee the day-to-day office operations and concerns, i.e., safety, security, office maintenance, IT services, and logistical

requirements.

Below are the specific roles and responsibilities of the HR and Admin Coordinator:

1. Human Resources Function

• Handle end-to-end recruitment process of candidates, i.e., sourcing, interviewing, hiring, background check, new hire orientation, and onboarding.
• Facilitate exit process for employees concerned, i.e., exit interview, exit clearance, and releasing of necessary documents.
• Prepare employees' Terms of Reference and other employee movement forms such as Personnel Action forms and Performance Evaluation forms.
• Ensure the timely documentation of employee movements, i.e., regularization, promotion, salary adjustment, lateral transfer, end of contract, etc.
• Supervise the optimization of the enterprise resource planning (ERP) specifically in HRMS and Inventory modules through daily entries of related transactions.
• Monitor and record employees' work schedules (timekeeping), leaves, overtime, change in time logs, and official business (out of the office meetings) requests.
• In-charge of preparing and processing of bi-monthly timekeeping and payroll reports
• Facilitate the monthly, quarterly, and annual employee engagement programs and activities such as, but not limited to:

o Town Hall Meetings

o Out of the Cube Sessions

o 5S

o Monthly Birthday Celebrations

o Halloween Party

o Christmas Party

o Summer Outing

o Team Building Activities

• Facilitate the annual Organizational Climate Survey, and other feedback forms that resonate employees' concerns.
• Review and coordinate employees' training and development plan with the Management team.
• Handle employee relations, growth, and welfare programs.
• Conduct monitoring and evaluation of HR & Admin's overall processes and compliance.
• Identify critical points in carrying out existing company processes and policies (training, job analysis, organization development, etc.).
• Support in drafting HR, Admin, and IT governance practices for the implementation of policies concerned.
• Handle and monitor the Company's HMO's renewal, enrollments, corrections, and cancellations of employees' account on a timely manner.
• Handle regular updating and monitoring of turnover report.

2. Administrative Function

• Supervise the safekeeping and file organization of 201 files and legal documents.
• Supervise the Liaison Officer and coordinate with the ICD team on messenger requests, i.e., deliveries of documents, checks, and other items, and collection.
• Manage the parking slot reservation requests in coordination with the Building Admin.
• Liaise with the Salcedo Tower building administration for any repairs or issues related to building protocols, guidelines, and policies.
• Oversee the inventory and purchasing of office pantry supplies, utensils, housekeeping supplies in coordination with the Office Housekeeper.
• Manage the offsite document storage and office supplies and ensure its up-to-date inventories.
• Manage the booking of flights (domestic and international) and hotel reservations of employees or clients concerned.
• Oversee expenses related to the Corporate Credit Card transactions by being in- charge of its safekeeping and monitoring.
• Perform other data-entry, documentation, printing, and filing duties.
• Perform 5S implementation in safekeeping the documents that may or may not entail confidential and sensitive information.
• Manage the office general cleaning in coordination with the HR & Admin of the Institute of Solidarity in Asia (ISA).
• Secure the renewal of the following government permits or licenses and contracts in coordination with the Liaison Officer and Finance team:

o Business Permit

o Barangay Clearance

o Company Insurance

o Department of Labor and Employment Registration

o Fire Security Inspection Certificate and Fire Extinguisher Permit

o National Privacy Commission Registration

o PhilData Service Agreement

o PhilGeps

o Realty Tax

o HMO

o Document Archive and Storage Company

o Other renewals of accreditations/memberships with other government agencies

3. Department Support

• Supervise the role of being the HR & Admin of ICD in the absence of the HR & Admin Director.
• Support the HR & Admin Director in reviewing and preparing the quarterly and annual HR & Admin reports.
• Support the HR & Admin Director in monitoring and implementing the HR & Admin departmental scorecard.
• Coordinate with the Finance and IT team optimizing the enterprise resource planning (ERP) – from setting, controls, and access to real-time use.
• Ensure the up-to-date internal processes of HR & Admin by updating the employee handbook, and manuals related to ERP, i.e., HRMS, Inventory, and Accounting modules.
• Assist in the coordination of ad-hoc company functions or events.
• Handle other projects and tasks related to HR & Admin as may be assigned by the superior/s from time to time.