HR Admin Assistant

The position is responsible for providing comprehensive Human Resources (HR) administration and personnel support to ensure efficient delivery of HR services. This includes maintaining accurate employee records in HR systems, processing staff contracts and entitlements, supporting payroll and timekeeping activities, and ensuring compliance with HR policies and evaluation systems. The role also involves preparing HR reports, coordinating with recruitment and international HR offices, assisting in staff onboarding and development activities, and providing guidance to employees on their benefits and responsibilities. The incumbent is expected to contribute to process improvements, ensure proper documentation and archiving, support inter-agency HR initiatives, and assist in resolving HR-related cases.

Responsibilities and Accountabilities

The incumbent will be accountable for the effective management of the following HR services:

1. Personnel Administration (Oracle/WAVE HR)

• Perform assigned Personnel Administration role in ORACLE/WAVE HR master data, ensuring data consistency and accuracy.
• Input and maintain data for:
• Hiring and rehiring
• Staff contracts (new appointment, renewal, contract type changes, extensions)
• Transfer, Advancement Within Grade (AWG), promotion, separation, and other entitlements (based on approvals and supporting documents).
• Verify eligibility for allowances and other benefits.
• Monitor, coordinate, and follow up on staff contract status and entitlements (including non-staff).
• Generate reports, contract extensions, personnel actions, and other documentation.
• Initiate issuance of Personnel Actions (PAs), contracts, and entitlements in a timely manner.

2. Human Resources Actions

• Prepare documentation for separation, classification/reclassification, promotion, and disciplinary cases.
• Coordinate with the Panama Administrative Centre and HR Management in Geneva, as needed.

3. Pre-Payroll and Timekeeping

• Perform pre-payroll validation and timekeeping activities.
• Check ORACLE/WAVE inputs for overtime, night differential, and transportation allowance.
• Track and input Short-Term Assignments (STA) and Interim Allowances.
• Review Wage Type Report entries against staff entitlements, movements, and issued Personnel Action forms.
• Assist in leave reconciliation in the system versus attendance records.

4. HR Administration Reports and Tracking

• Prepare and maintain trackers, reports, and HR systems for MAC HR Administration.
• Regularly update the HRA Tracking List (contracts, entitlements, separation, terminal emoluments) in collaboration with the HR Specialist.
• Assist in preparing HR administration reports and related initiatives.
• Maintain electronic and physical archiving systems (personnel files, HR policies, regulations, guidelines, internal controls).

5. Staff Evaluation System

• Monitor compliance with the Staff Evaluation System.
• Follow up with staff and supervisors, providing technical guidance on system use.

6. Staff Support

• Provide staff with information on entitlements and responsibilities, ensuring timely responses to inquiries.
• Refer complex/sensitive inquiries to the National HR Officer.

7. Process Improvement

• Identify areas for improvement and recommend updates to procedures.
• Assist in analyzing and resolving sensitive cases by collating background information and best practices.

8. Recruitment & Onboarding Support

• Coordinate with the MAC HR Recruitment team to support staff onboarding.
• Validate completion of pre-employment requirements and IOM forms.
• Prepare contracts and PAs at least three days before Entry on Duty (EOD).

9. HR Events and Training

• Assist in organizing HR events, staff development, and training activities in coordination with the Staff Development and Learning Unit.
• Maintain updated training and development records.

10. Inter-Agency Representation

• Participate in inter-agency Human Resources working groups, as assigned.

11. Coaching and Mentoring

• Provide guidance and training to new/junior HR staff.

12. Administrative HR Support

• Respond to employment verification requests.
• Maintain personnel files of active and separated staff, ensuring completeness.
• Prepare Requests for Payment (RFPs) for MSP after-service payments.
• Prepare and distribute monthly overtime schedule guidelines.
• Draft and review routine correspondence (letters, certifications, etc.).

13. Other Duties

• Perform other HR-related tasks as may be assigned by supervisors.

Required Qualifications and Experience

• Bachelor's degree in Psychology, Human Resource Management, Business Administration, or a related field from an accredited academic institution,
• At least 3 years of experience
• Experience in human resource management, particularly in HR data extraction, report generation, and dashboard preparation.
• Proven ability to produce high-quality, detail-oriented HR reports and monitoring tools.
• A certificate in Human Resources is an advantage.

Job Type: Fixed term

Contract length: 6 months

Pay: Php20, Php25,000.00 per month

Benefits:

• Additional leave
• Company Christmas gift
• Company events
• Health insurance
• Opportunities for promotion
• Promotion to permanent employee
• Work from home

Application Question(s):

• If currently employed, can you render in 15 days? If not, how many days?
• What is your estimated travel time to 6789 Tower in Makati City
• For faster processing of your application, kindly provide your Viber account number.

Work Location: In person