HR Coordinator - Philippines

Human Resources Coordinator

Location: Makati, Philippines, 20% travel to field offices

The HR Coordinator reports directly to the Country Director and is responsible for Human Resources functions, including recruitment, induction & onboarding, compensation and benefits administration, employee relations, coordinating implementation and enforcing of policies and practices, performance management, staff care, and creating a work environment where all staff feel valued and appreciated.

Key Responsibilities

HR Strategy

• Coordinate the development of country HR strategy and ensure alignment with the RI country programme Strategy
• Responsible for review and roll out of HR policies and procedures in-country, and ensure HR practices are aligned to the national labor law
• Responsible for design and consistent implementation of HR and administration policies and procedures across the country program
• Serve as HR partner to the CD and SMT providing technical HR advice and guidance
• In collaboration with the Program Director and Country Director, manage the development of staffing and recruitment plan to ensure that each team is staffed appropriately, according to need and funding availability, in an efficient and timely manner
• Ensure consistent implementation of HR and administration policies and procedures across the country program.

Recruitment

• Partner with the SMT and line managers to ensure adequate workforce planning for the Philippines
• Ensure staff hiring is conducted efficiently and in compliance with RI's policies and national labor law
• Ensure a transparent, timely, efficient and safe recruitment process
• Ensure pre-employment checks are completed in time for all new-hires and filed
• Determine salaries for selected candidates and confirms the employment offer based on standard PHL salary scale and compliance with Philippine labor laws
• Ensure pre-employment requirements are submitted and personnel file with documentation according to HR checklist on a regular and timely basis
• Ensure that all new hire complete indication, orientation, and mandatory policy trainings

Compensation and benefits

• Leads and ensure the timely and efficient payroll preparation for accurate data on donor code, number of days, benefits
• Ensure timely timesheet completion by all on Time Rewards
• Facilitate and leads salary scale assessments on an annual basis to ensure RI's salary package is fair, consistent, and competitive
• Ensure proper tracking and documentation of staff leave

Employee Relations

• Responsible to create and maintain a healthy and empowering office environment that encourages open, honest and productive communication
• Ensure the timely processing of new contract, contract extension, staff transfer, promotions and other change of status
• Responsible for all processes related to disciplinary actions, staff separation, and termination
• Respond to employee related queries and provide services to all HR related inquiries and requests
• Conduct periodic office climate assessments and advise management as appropriate-on-appropriate solutions and achievement of high levels of employee morale, commitment and performance
• Ensure compliance to RI policies, procedures, systems and donor regulations as well as ensuring correctness of necessary documentation such as timesheets, leave forms, payrolls and exit interviews
• Responsible to track and partner with Program HR to review all HR related incidents for Philippines
• Keep Personnel Manual updated and constantly communicate it, along with other HR policies to staff
• Make sure that employees' files are auditable at all times as per RI standards and any relevant donors' requirements
• Responsible for uploading and updating staff data on Bamboo.

Training & Development

• Partner with Support HR to design initiatives that ensure adequate talent management and development for Philippines
• Manage, coach and mentor HR staff members, to establish capacity building for them to effectively support field teams, as well as their professional and career development
• Partner with Support HR to implement capacity-building initiatives and motivate staff to participate
• Develop professional development plan for staff utilizing various free and paid-for options, based on best practices in International non-governmental organizations
• Track competency levels and skill-gaps assessment, works with line managers to ensure adequate and effective training and personnel development programs are in place to provide staff with the competencies (skills, knowledge and personal attributes) required for success in their current and future planned roles
• Responsible for updating staff data on the Learning Management System, and to troubleshoot any issues for staff on the system.

Performance Management

• Track probation evaluation for new hires and ensure all recommendations are documented
• Monitor the evaluation processes at all stages and ensure that staff and supervisors complete the review process in a timely manner
• Provide guidance to supervisors as they complete evaluations, help supervisors find effective coaching methods that work for specific issues including identifying areas of poor performance and assisting supervisors to establish plans for improving performance (PIPS), be present during review meetings when necessary
• Provide ongoing support to RI Performance Evaluation Form users, including responding to various inquiries raised by different employees, clarifying the appraisal forms, methodology etc
• Support line managers to develop and coordinate Performance Improvement Plans for staff

Safeguarding

• Act as a Safeguarding focal and incident management person in the country office; report incidents to the Support office through the reporting mechanism
• Involved in the country investigation team if any incidents come out and lead the investigation process to resolve issues/conflict, specifically for HR and safeguarding incidents and other grievances received from staff and other stakeholders
• Carry out basic fact-finding/fact-checking with oversight from the HR Director, Programs
• Uphold and promote RI's commitment to ensuring the safeguarding and safety of the vulnerable communities we serve
• Ensure that your behavior inside and outside of work promotes the values outlined with RI's code of conduct and safeguarding policies
• Consistent with RI's safeguarding and protection policies, contribute to ensuring that all those who come into contact with Relief International staff and the communities we serve can be trusted to work safely with them
• Support and develop systems that create and maintain an environment that prevents sexual exploitation and abuse and promotes the implementation of the Code of Conduct and safeguarding policies
• Work collaboratively with the Global Safeguarding Lead to advocate for the inclusion of safeguarding activities and resources within program
• Ability to demonstrate knowledge of donor requirements of safeguarding standards and protection from exploitation and abuse

Culture and leadership

• Ensure a positive and productive work environment which is free from harassment and bullying
• Ability to demonstrate sensitivity and understanding of diversity and cultural differences, gender issues and the commitment to equal opportunities
• Ability to demonstrate and uphold RI's values and ethics

Person Specification

This position demands a dynamic individual with a demonstrated ability to achieve results in a demanding and fast-paced environment.

• Degree in Human Resources or related field, with professional qualification in HR
• At least 5 years' continuous practice in a similar position
• 3 years' HR supervisory/management experience preferred
• People oriented and results driven with leadership skills
• Experience of developing and implementing HR policies, procedures and systems
• INGO experience is strongly preferred
• Ability to prioritize and deal with competing demands
• Previous experience of staff supervision and capacity building
• Fluent spoken and written English
• Excellent organizational, interpersonal and communication skills
• A team builder with excellent people skills; culturally sensitive and has the ability and interest to identify and work with a multicultural team

RI Values

• Integrity
• Adaptability
• Collaboration
• Inclusivity
• Sustainability