Human Resources Specialist

4 days ago

Manila, National Capital Region, Philippines Ijm Full time

IJM is a global leader in protecting vulnerable people from violence around the world. Our team of over 1,200 professionals work together in more than 30 offices to make justice unstoppable.

We care for one another as a global community and believe that our way of working is just as important as our results. We strive to deliver professional excellence with joy and celebration to all those we serve.

The Need

For 25 years, IJM has pioneered efforts to protect vulnerable individuals from violence. In the last decade, our Justice System Strengthening Projects have reduced slavery and violence between 50 and 85% for large populations of people in poverty. As we expand our impact to protect 500 million people from violence by 2030, we are seeking an experienced Human Resources Specialist to support the design and implementation of programs and processes related to People Support.

This position is based in Manila, Philippines and reports directly to the Head of Human Resources.

Responsibilities:
  • Coordinate the entire hiring process, including posting job openings, reviewing applications, conducting interviews, and onboarding new employees;
  • Prepare contracts, onboarding documents, pre-employment requirements, and offboarding procedures for outgoing staff members;
  • Provide onboarding orientation and introduce new staff to their assigned department;
  • Maintain accurate employee records in employee and HR trackers, handling sensitive information with confidentiality;
  • Ensure compliance with employment and data protection laws and regulations;
  • Participate in job shadowing with another HR colleague as assigned by the Head;
  • Contribute to succession planning, employee costing, and HR budget planning;
  • Serve as subject matter expert on interns, fellows, consultants, and contractors;
  • Keep policies and procedures up to date relating to employment and other human resources issues;
  • Participate in IJM's spiritual formation program;
  • Support interns, fellows, and international staff with housing, utilities, visa applications, tax compliance, immigration requirements, etc.; and
  • Provide high-quality administrative support to international staff, interns, and fellows, including maintaining information packets/documents for staff and leaders.

HR Administration

  • Guide employees through their HRIS experience (Workday) and become the specialist for HRIS, providing support to users to optimize system utilization;
  • Update and optimize Workday modules to become the primary HR data source and basis for HR decisions;
  • Monitor the HR team email inbox and respond to inquiries according to agreed SLAs, continuously reviewing HR processes and information materials for resolving emails and in-person enquiries;
  • E nsure accurate and up-to-date employee records (201 files) are archived (contracts, notices of promotions/salary adjustments, etc.);
  • Manage time and absence, updating employee records on time reporting and absences;
  • Provide clerical support to the HR team (e.g., ID printing, etc.);
  • Respond to audit inquiries/requirements in collaboration with Finance and program teams;
  • P romote streamlining of HR policies and procedures;
  • Support the HR team in developing, updating, and ensuring HR policies and procedures meet minimum requirements of DOLE and align with IJM's regional and global standards.

Staff Care and Spiritual Growth

  • Plan and oversee office daily and quarterly prayer retreats;
  • Implement staff care programs.

Learning & Development

  • Support people managers and the HR Head in learning needs analysis, including individual development plans;
  • Conduct regular employee pulse checks and recommendations around learning and development;
  • Support management in improving employee engagement levels;
  • Validate monthly income taxes withheld, remittances, and loan repayments;
  • Liaise with external benefits providers and vendors, which may include health, disability, mental, and life insurance plan providers;
  • Ensure compliance with government statutory employee & employer process flow, availment, and remittance requirements;
  • Address employee concerns and provide access to government-mandated benefits such as sickness, maternity, loan benefits;
  • Prepare monthly employer data for remittance reports in SSS – Payment Reference Number (PRNs) for Premium Contribution and Salary Loan, Pagibig -Contribution and Salary Loan (excel file), Philhealth EPRS -SPA generation of monthly reports and upload of online payment process;
  • Enroll new hires to statutory record databases of employers in SSS Online account, Pag-ibig record merging, Philhealth record forms (PMRF);
  • Endorse newly regularized employees for company-initiated benefits allocation such as Health Maintenance Organizational (HMO) Card enrollment, salary packages entitled to successfully regularized employees;
  • Act as a reliever to payroll administrator.
Qualifications:
  • Required bachelor's degree in human resources management, public administration, or any related discipline;
  • Certification in Industrial Relations and Human Resources Management;
  • Data protection certification is a plus;
  • At least 3 to 5 years of experience in HR Management;
  • Proven working experience using any HRIS, including ATS (e.g., Workday, Oracle, Sprout, JeonSoft, iAdmin etc.);
  • Commitment to maintaining a safe, healthy, and productive work environment;
  • Working knowledge of Philippines labor law, statutory systems, DOLE advisories, regulations, and requirements;
  • Knowledge of HR best practices and membership to reputable HR associations;
  • Working knowledge of MS Office effectively;
  • Excellent Communications Skills; both written and verbal communication;
  • Proven commitment to continuous learning and development;
  • Proven commitment to maintaining strict confidentiality when dealing with sensitive information.
Critical Qualities:
  • Eager commitment to IJM's Core Values: Christian, Professional, and Bridge-Building;
  • Self-starter with strong initiative;
  • Disciplined with priorities;
  • Strong interpersonal skills and self-awareness;
  • Exceptional verbal and written communication;
  • Flexible, collaborative, and eager to support others;
  • Effective team player who fosters a collaborative environment;
  • Adept at creative problem solving.
Application Process:

Please submit your updated Resume/CV, Cover Letter, and Statement of Faith in one PDF document to the designated contact on or before a specified deadline.

IJM holds strict safeguarding principles and a zero-tolerance policy towards violations of the Safeguarding Policy, Protection against Sexual Exploitation, Abuse, and Harassment Policy, and Code of Ethics. Candidate selection is based on technical competence, recruitment, selection, and hiring criteria subject to assessing value congruence, thorough background check, police clearance, and reference check processes.

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