Officer,HR & Admin

Vacancy NameOfficer,HR & Admin Employment TypeFull Time (Fixed Term) Childfund Work LocationCotabato City, Philippines Childfund DivisionGlobal Impact ChildFund DepartmentCountry Management Job Details

Position title: Officer, HR and Administrative Location: Cotabato CityChildFund office: ChildFund Philippines Foundation, IncManager/Supervisor title: Deputy ManagerPosition type: Full-time fixed termWork environment: On-siteThis is a full-time, grant-funded position for 12 months. Hiring of this position is subject to the award of the grant.

About ChildFund ChildFund is a child-focused international development organization that works in 23 countries to connect children with the people, resources and institutions they need to grow up healthy, educated, skilled and safe, no matter where they are.

ChildFund's Values

We aspire for every person in our organizationprogram participants, supporters, staff, and volunteers aliketo feel free, safe, and confident to be themselves. In our culture of connection, you will have ample opportunity to grow, learn, and lead while contributing your talents and innovations to our inspiring mission.[AA1]

ChildFund's Commitment

ChildFund International has a zero-tolerance policy regarding sexual exploitation, abuse and harassment (SEAH) and all other forms of harm by its staff, partners, and other representatives in the delivery of its mission and services for children. ChildFund is committed to creating a safe environment in the workplace as well as in the communities where it delivers programs and services. ChildFund expects every staff member, partner, and representative to adhere to this commitment and to ensure all organizational policies and standards are followed. This position is subject to a range of vetting checks, including a criminal records check and/or disclosure to ensure program participants are safeguarded. About This Role The position is responsible for coordination of office HR activities, including recruitment, compensation and benefits, employee relations, learning and development, performance management, and employee data management, while implementing local HR policies. The role also provides administrative support and ensures compliance with organizational policies, safeguarding standards, and partner requirements. Required Experience and Education

• 3-5 years experience in office administration and or/ human resources capacity, preferably in a multi-cultural environment.
• Bachelor's degree in management, Human Resources, or any other majors that are related to the role.
• Demonstrated prior experience in an administrative support role.
• Excellent understanding of office administration practices and contact negotiation.
• Proficiency in relevant computer applications (spreadsheet, database, accounting operations software, project management software, presentation software).
• Excellent planning, organizational, and problem-solving skills.
• Ability to prioritize multiple tasks at the same time, work effectively under pressure and meet deadlines.
• Strong confidentiality ethic, demonstrate flexibility, and versatility in adjusting to changing environments and requirements as necessary.
• Demonstrate high-level interpersonal and cross-cultural skills, including the ability to build collaborative relationships internally and externally with sensitivity to cultural, ethnic, social, and political issues.
• Outstanding written and oral communication skills in English and Filipino; knowledge of local languages in BARMM is an advantage.
  
  

Primary ResponsibilitiesSupporting HR functions

• Coordinate employee engagement and logistics for face-to-face training and activities in the assigned Country Office.
• Coordinate face-to-face on-boarding and off-boarding activities in collaboration with the HR and Admin Manager.
• Create and maintain personnel files and databases.
• Support compliance with employee grievance, disciplinary and performance management programs and policies and all legal employment obligations in line with existing local labor and other related laws.
• Support the implementation of staff programs and policies.
• Ensure that all contractual services (staffing, consultancies and other services) comply with local labor laws and organizational HR policy; responsible for regulatory compliance (i.e., work permits, visas) and administration.
• Prepare necessary supporting documents and information for any payment to staff and any individuals who have service engagement with ChildFund.
• Conduct vetting/screening of new employees or any individuals who will have service engagements with ChildFund in the country and renewal vetting and screening based on organizational requirements.
• Support any matters related to safety, security, and risk areas needed in the country.
• In-country support to coordinate recruitment activities.
• Administer the organization-initiated and government-mandated benefit programs and plan administration; monitors utilization, provides staff communications/counsel, serves as liaison with vendors and provides analysis and consultation on plan design
• Support the Deputy Manager and Project Manager in tracking staff compliance to various organizational requirements such as timesheets and in carrying out other CO activities, e.g. HR activities and requirements.
  
  

Support Office Administration

• Support country office facility, fleet, and asset management (vehicles, office machines, etc.), including maintenance oversight/coordination, maintaining, upgrading, and disposing of assets in the most cost-effective manner, insurance negotiation and management and budget development.
• Support procurement and supply chain management (oversight of stock, warehousing and distribution of materials, office supplies and minor items) including regular physical inventory and any assets movement, based on organization requirement and local procedures
• Support logistics management of visitors and meetings (visitor arrangements, visa processing logistics for in-country meetings, etc.).
• Perform support activities for management of meetings and events to include contract negotiation and management, communication, travel arrangements and visa processing, equipment requirements and coordination, and expense administration.
• Oversee official and legal documents for correspondences and filings.
• Ensures staff travel aligned with internal & external travel systems and protocols.
• Responsible for coordination of staff travel; establish and execute procedures for travel requests and authorization conforming to the corporate travel policy.
• Support Program Manager and Deputy Manager on government liaison matters when required (i.e. joining meeting; saving documents and filings; etc).
• Implement the national office records management and retention procedures and program.
• Provide support to project staff in implementing and ensuring compliance to safety and security guidance and protocols.
  
  

Child Safeguarding

• Remain alert and responsive to any child safeguarding risk, acquire relevant knowledge and skills, which will enable you to promote strong safeguarding practices, understand the child safeguarding policy and procedures, and conduct yourself in a manner consistent with the Child Safeguarding Policy.
  
  

Others

• Any other duties assigned by the supervisor.
  
  

Required Competencies ChildFund's Core Competencies

• Teamwork: the ability to work effectively and collaborate with others; values and respects individual differences.
• Communication: demonstrates empathy and tact when communicating with others and uses a storytelling approach when appropriate.
• Results orientation: get things done; takes proactive steps to achieve organizational goals and quality standards.
• Decision making: uses good judgement, critical thinking, and non-traditional ways to evaluate problems and opportunities; reflects and innovates to improve decisions and outcomes.
• Resilience: thrives and grows in rapidly changing, demanding, and complex environments.
• Digital literacy: adopts and champions new technology to relevant contexts, stays aware of technological trends and embraces technological solutions to business challenges.
  
  

Other Required Competencies

• Understanding of local labor laws and regulatory compliance.
• Proven ability to support HR projects and initiatives.
• Strong communication, and analytical skills, with proven ability to work collaboratively in a diverse environment.
• Strong interpersonal skills should be professional and able to build relationship.
• Excellent organization and attention to detail with a track record of consistently meeting tight deadlines.