HR and Admin Officer

Job Description

Title

Human Resources & Admin Officer

Location

Makati, Philippines

Job Family and Level

P3, Professional - HR

Pre hire checks

This role is classified as requiring enhanced due diligence

Scope

Responsibility

Country level

Department

Human Resources Department

Reporting to

Human Resources Coordinator

Direct reports

NA

Budget responsibility

NA

Relationship management

HR Coordinator; hiring managers; Finance and Operations teams; external service providers, as directed.

Context

About Relief International

Relief International (RI) partners with communities impacted by conflict, climate change, and disaster to save lives, build greater resilience, and promote long-term health and well-being.  Currently, we work in 14 countries across Africa, Asia, and the Middle East, providing Health and Nutrition, WASH (Water, Sanitation, and Hygiene), Education and Livelihoods programming that creates the foundation for community resilience. 

Relief International includes the four corporate members of the RI Alliance: Relief International Inc., Relief International-UK, Relief International-France, and Relief International-Europe. Under our alliance agreement, we operate with a single, shared management structure. 

About The Philippines Country Program

RI Philippines operates with a strong focus on peacebuilding, humanitarian response, and development programming in areas affected by conflict, natural disasters, and socio-economic vulnerabilities. Since establishing its presence in the country, RI has worked closely with local communities, civil society organizations, and government institutions to support conflict-affected populations, promote social cohesion, and deliver life-saving assistance. The country's program integrates gender equality, youth empowerment, and community resilience across its portfolio, ensuring that interventions address both immediate needs and long-term structural challenges.

RI Philippines implements programs in Mindanao and other high-risk regions, supporting initiatives on Women, Peace and Security (WPS), protection, education in emergencies, and health. It also plays a role in disaster risk reduction and emergency preparedness, responding to both conflict- and climate-induced emergencies. Through a localized and participatory approach, RI Philippines strengthens local capacities and promotes inclusive development, aligning with national frameworks and global humanitarian and development standards.

Job Profile

Reporting to the HR Coordinator, the HR & Admin Officer is responsible for the effective implementation and oversight of HR and administrative processes across RI Philippines. The role ensures compliance with organizational policies, donor requirements, and local regulations, and serves as a key focal point for HR service delivery, staff documentation, and administrative coordination.

The position exercises judgment in applying procedures, resolving operational issues, and ensuring completeness and accuracy of HR and administrative transactions. The role works closely with Finance and Supply Chain and Operations to ensure alignment, compliance, and accountability across all HR-related processes.

Key Responsibilities

Human Resources

Recruitment& Hiring Support

• Manage and oversee end-to-end recruitment processes, including job postings, interview coordination, and reference check administration.
• Monitor recruitment progress and maintain updated trackers, ensuring timely completion of hiring activities and escalation of delays.
• Ensure completeness and compliance of pre-employment requirements prior to onboarding.
• File and maintain completed onboarding requirements in the employee's 201 file (e.g., NBI clearance, application forms, valid IDs, etc.).
• Coordinate issuance of employee onboarding items (e.g., IDs, access cards), and liaise with Operations for items requiring procurement or inventory (e.g., uniforms, assets).
  
  

Contracts & Personnel Documentation

• Oversee the preparation, routing, and filing of contracts, job descriptions, and extensions, ensuring accuracy and compliance with approved inputs.
• Maintain complete and audit-ready personnel files (digital and physical), ensuring documentation is accurate, updated, and accessible.
• Track and validate staff movements (hires, extensions, separations), ensuring completeness of supporting documentation.
• Ensure completion of exit clearance processes, coordinating with relevant departments prior to final pay processing.
  
  

Payroll & Benefits Administration Support

• Collect and validate payroll inputs (attendance, bank details, benefits data) for completeness and accuracy prior to submission to Finance.
• Ensure compliance of benefits administration processes, including coordination of insurance, remittances, and required documentation.
• Monitor timesheet completion and follow up on gaps, ensuring compliance with internal and donor requirements.
  
  

Staff Support & HR Helpdesk

• Serve as focal point for HR-related inquiries, ensuring timely and accurate responses and escalating complex or sensitive issues as appropriate.
• Support staff onboarding and separation processes, ensuring documentation and coordination requirements are met.
  
  

HR Reporting & Compliance Support

• Ensure HR compliance with RI policies, donor requirements, and local labor regulation
• Maintain audit-ready HR documentation, ensuring completeness, accuracy, and proper filing of all records.
• Prepare HR reports (e.g., headcount, recruitment updates, staffing data), ensuring accuracy and timeliness.
• Identify and flag process gaps and risks, recommending improvements to strengthen compliance and efficiency.
  
  

Administrative

• Manage administrative processes related to employee government registrations and benefits (e.g., SSS, PhilHealth, Pag-IBIG, BIR coordination), ensuring accuracy and compliance.
• Receive and consolidate supporting documents for staff-related administrative transactions (e.g., insurance enrollments, benefit claims), ensuring completeness prior to submission for payment processing.
• Coordinate documentation for government applications (e.g., Business Permit, BIR, SEC GIS), ensuring completeness and alignment with relevant functions (Finance/Operations).
  
  

Safeguarding

• 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
  
  

Person Specification

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

• Bachelor's degree in HR, Psychology, Business, or related field.
• 2-4 years experience in HR/Admin support roles, preferably in an INGO or multi-project setting.
• Strong coordination, documentation, and recruitment support skills.
• High attention to detail, discretion, and ability to manage competing deadlines.
• Experience supporting recruitment and personnel administration required; large-scale recruitment experience is an advantage.
• Strong interpersonal skills and ability to work effectively in multicultural teams.
  
  

RI Values

Guided by the humanitarian principles of humanity, neutrality, impartiality, and independence, as well as Do No Harm, Relief International Values:

• Integrity
• Adaptability
• Collaboration
• Inclusivity
• Sustainability