Employee Relations Officer

Employee Relations Officer

Job Purpose

To manage disciplinary processes for direct employees, facilitate collaboration with the legal department in labor-related conciliations and proceedings, and liaise with manpower agencies on compliance and disciplinary matters. The role includes maintaining a robust monitoring system for both direct hires and agency-deployed personnel while ensuring alignment with labor laws, company policies, and audit findings.

Job Summary

The Employee Relations Officer is responsible for processing incident and audit reports, conducting investigations, and managing the full disciplinary process for direct employees. The role includes coordinating with manpower agencies on cases involving their personnel, ensuring proper handling of violations. It also involves representing the company, in collaboration with the legal department, during labor proceedings such as SEnA conciliations and NLRC hearings. The position maintains a monitoring system for tracking all employee relations cases and supports policy compliance through engagement with internal audit and legal teams.

Key Result Areas (KRAs) and Functions

Incident Reporting and Monitoring

• Review and analyze incident reports submitted by managers, supervisors, and internal audit for both direct employees and agency personnel.
• Verify the accuracy and completeness of reports before initiating actions or submitting them to manpower agencies.
• Maintain an updated monitoring system to track reported incidents, resolutions, and trends for both direct hires and agency employees.
• Provide detailed incident or audit reports to manpower agencies for their internal processing.
• Identify recurring issues through case monitoring and propose preventive measures to management.

Case Documentation and Investigation (Direct Employees)

• Develop comprehensive case files for direct employees, including evidence, investigation findings, and final resolutions.
• Conduct thorough investigations by gathering evidence, interviewing involved parties, and documenting findings.
• Coordinate with relevant departments to collect additional context or data for reported incidents.
• Document all stages of the investigation process and track the outcomes in the monitoring system.
• Collaborate with internal audit to incorporate findings into the investigation and resolution processes.

Representation in Labor Proceedings

• Collaborate with the legal department to represent the company during SEnA conciliations for labor disputes involving direct employees.
• Assist in NLRC proceedings as a company representative for cases not requiring legal counsel, under the guidance of the legal team.
• Work with the legal department to prepare case strategies, review evidence, and address complex or high-risk disputes.
• Maintain comprehensive records of all labor disputes and proceedings in alignment with legal department requirements.
• Implement resolutions from labor proceedings in collaboration with the legal team and update the monitoring system accordingly.

Coordination with Manpower Agencies

• Act as the primary liaison with manpower agencies to address incidents involving their deployed personnel.
• Provide validated incident or audit reports to agencies for their internal due process.
• Monitor the progress and resolutions of cases handled by manpower agencies and document outcomes.
• Facilitate discussions with agency representatives to address compliance and performance issues.
• Escalate unresolved or recurring issues involving agency personnel to senior management for further action.

Collaboration with Legal and Internal Audit Teams

• Work closely with the legal team to align disciplinary actions with labor laws and minimize organizational risks.
• Incorporate internal audit findings into case handling to address procedural gaps and improve compliance.
• Align recommendations for disciplinary actions with feedback from legal and audit departments.
• Participate in the review and revision of policies and procedures based on legal and audit advisories.
• Maintain detailed records of legal and audit input to ensure consistency in employee relations practices.

Job Qualifications

1. Education and Training

• Bachelor's degree in Human Resource Management, Legal Management, Psychology, or a related field.
• Training in labor law, employee relations, or compliance management is preferred.

2. Experience and Knowledge

• At least three years of experience in employee relations, labor compliance, or HR legal functions.
• Proficient in handling disciplinary processes, managing incident and audit reports, and maintaining monitoring systems.
• Strong knowledge of Philippine labor laws, including procedures involving SEnA and NLRC.

3. Competencies

• Strong analytical skills for evaluating complex cases and trends.
• Excellent communication and coordination skills for engaging with internal teams and external partners.
• High attention to detail for managing sensitive documentation and tracking case outcomes.
• Proficiency in conducting investigations, facilitating hearings, and preparing case resolutions.
• Ability to work collaboratively with legal, audit, and agency representatives while maintaining professionalism.