HR and Admin Officer

JOB SUMMARY:

This position is primarily responsible for the following function:

1. Ensuring that company requirements for qualified personnel are provided for in a timely manner through effective external recruitment and assessment.

2. Monitors the safeguarding, update of 201 filed and the optimization of all employee data.

3. Monitoring employees' daily attendance, ensuring that their timekeeping entries are correct, and for the processing, coordination of statutory and company benefits.

4. Helps in the implementation of Training and Org Development Programs.

5. Help in facilitation of employee discipline process that is consistent with fair corporate policies and procedures and/or Philippine Labor Laws.

BROAD FUNCTIONS:

1. Recruitment

2. Employee Records, Database, and Information Administration

3. Timekeeping, Compensation and Benefits Administration

4. Training and Organizational Development

5. Employee Relations

SPECIFIC DUTIES AND RESPONSIBILITIES

1. RECRUITMENT

· Ensures that recruitment and screening of candidates are done professionally and the refer candidates fill the right and approved positions. Sees to it that vacant positions are being filled up.

· Prepares job descriptions, job specifications, and job standards of every position and determines sourcing strategies for every vacant position such as establishing talent bank file search, advertisements, referral system, campus recruitment or through headhunters.

· Prepares advertisement text and coordinates with the publishing company for the release of the advertisement. Ensures that ad texts are properly written and approved by the President and COO.

· Schedules, administers, checks, and evaluates test result, and submits same to Requisitioning Manager for further evaluation. Keep applicants informed on results of interviews and testing.

· Coordinates interview arrangement with recommended candidates and Requisitioning Manager,

· Submits monthly recruitment status report to the President and COO including newly hired employee reports.

· Ensures that all successful applicants shall undergo the physical and medical examinations before final hiring.

· Ensures that all newly hired employees have submitted their required employment requirements prior to working with the company.

1. EMPLOYEE RECORDS, DATABASE, AND INFORMATION ADMINISTRATION

· Facilitates and monitors all personnel movements (transfer, promotions, resignation, and termination).

· Maintains and updates master list of employees (records of newly hired, existing and outgoing employees).

· Process regularization documents of employees and individual notices

· Ensures employee movement are updated in 201 files.

· Oversees the processing of employee separation documents (clearance) and issuance of Certificate of Employment (COE).

· Provides assistance to the President and COO in the preparation of the following reports: Turn-over Rate, Headcount Report

· Monitoring of HRD forms

1. TIMEKEEPING, COMPENSATION AND EMPLOYEE BENEFITS ADMINISTRATION

2.1 Timekeeping and Monitoring of Attendance

· Ensures correct timekeeping entries of employees

· Monitors attendance of employees and provides data to the President to ensure that notices on attendance are timely issued to habitual latecomers.

2.2 Compensation, Statutory and Company-initiated benefits Administration

· Processes SSS, Pag-ibig and other loan (company initiated and CVM Finance) applications of employees.

· Processes SSS/Philhealth sickness, maternity claim benefits, funeral benefits.

· Monitors Accidental Insurance (application and renewal)

· Provides assistance on HMO-related services to employees: renewal, enrollment, deletion or member, annual physical exam, prepares and updates reports on utilization, process payments to HMO provider.

· Prepares, arranges, and coordinates annual medical checkup schedule.

· Check merits, promotional and other salary increases to ensure adherence to company policies and procedures on wage administration.

· Monitors wage increase as mandated by the government and/or company.

· Controls and updates employee absentee records and leave availment such as VL, SL, maternity, paternity, etc. either with or without pay.

· Ensures that the monthly statutory contributions of employees are updated / coordinated with GCD to ensure compliance.

· Provides assistance in the implementation of job evaluation and wage surveys.

1. TRAINING AND ORGANIZATIONAL DEVELOPMENT

Training

· Provides support and assistance in the TNA, program design, facilitation, and evaluation of training programs.

· Facilitates company orientation program to new employees.

· Coordinates and/or facilitates internal and external training programs.

· Maintains and updates the employee training record in the data base on learning and development of file.

Organizational Development

· Provides support in the conduct of an organizational diagnosis to identify areas of strength and areas for improvement in the organization's internal resources such as people, structure, system, strategy, employee's knowledge, skills and attitude, shared values for management information and as basis for decision making.

· Provides assistance in the development of culture-building programs, employee engagement initiatives, and SJGI core values embedding activities.

· Consolidates organization information gathered through various forms, interactions with employees and submits reports to the President for decision making purposes (e.g focus group discussions, exit interviews, org climate surveys etc.)

Performance Management

· Coordinates and monitors the timetable of performance appraisal activities.

· Coaches supervisors and other employees in the use of performance management system.

· Identifies strength and improvement areas of the performance management process to ensure effective implementation.

· Maintains a database of employee's performance rating.

· Submits reports and graph on the distribution of performance rating and salary adjustment to the President for analysis and interpretation of the HROD Manager.

1. EMPLOYEE RELATIONS

Helps build employee relations capability and enable management effectiveness through the execution of fair and proactive labor practices.

· Provides assistance to line managers on the implementation of policies and employee disciplinary action process.

· Provides assistance in the resolution of specific disciplinary or grievance cases, including acting as a conciliator between the employee and the immediate head.

· Ensures the grievance handling and disciplinary proceedings with complete documentation are carried out in line with the company policy and Philippine Labor Laws.

· Prepares and reports to DOLE established such as termination reports, DOLE assessment report and other DOLE/government-related required reports and ensures timely compliance.

· Maintain and updates company database on employee discipline.

1. ADMINISTRATIVE DUTIES

· Custodian and monitoring of the company's capital assets as well as monitoring of the consumption of consumable office items such as office supplies and periodic maintenance checks of the company vehicle.

OTHER DUTIES

Performs Ad Hoc duties that may be assigned from time to time.

EDUCATIONAL AND LICENSE REQUIREMENTS

· Graduate of Psychology or other Human Resource – Related Courses.

EXPERIENCE REQUIREMENTS

· At least 3-5 years working experience in recruitment, manpower planning / employee and labor relations, and compensation and benefits administration.

Job Type: Full-time

Work Location: In person