Human Resource (HR) & Administration Assistant

JOB TITLE: Human Resource (HR) & Administration Assistant

LOCATION: Country Office, Cotabato City

DEPARTMENT: HR & Administration

JOB SUMMARY:

Human Resource (HR) & Administration Assistant supports the management of Human Resource and Administrative Unit of Islamic Relief Philippines.

The primary duty of an HR & Admin Assistant is to collect and manage data pertaining to organizations human resources and perform administrative duties.

REPORTING TO: Human Resource Coordinator

Main Duties and Responsibilities:

Human Resource (at least 60% of the time)

• Prepare, manage, and store paperwork (soft and hard copies) for HR policies, procedures, and employee records.
• Manage and update HR databases with different information such as new hires, terminations, sick leaves, warnings, vacation, and days off.
• Assist in payroll preparation by providing relevant data, like absences and overtime pay.
• Prepare paperwork for HR policies and procedures roll out.
• Maintain schedule and coordinate calendar activities.
• Assist in organizing interview and onboarding orientation schedule.
• Assist in processing employees’ requests and provide relevant information.
• Assist in processing required paperwork for employee transfers, changes in job classification and other related employment matters.

Administration (at least 40% of the time)

• Provide appropriate support towards the execution of administrative processes in line with the IRW rules and regulations.
• Manage office supplies and stationery including conduct of inventory.
• Monitor the existing Lease Agreements, Service Contracts for the renewal, extension, or termination.
• Booking of flights and hotel accommodation for staff and visitors on their respective travel arrangements.
• Support in the processing of work permits and visa.
• Coordinate building repair and maintenance with the landlord.
• Monitor payment of monthly utility bills.
• Perform other related duties as required by the line manager.

Qualifications & Experience:

• A Bachelor’s degree in Human Resources, Business Administration, or a related field is preferred.
• Minimum of two years’ experience in an HR support role or administrative position.
• Good command of spoken and written English.
• Proven ability to communicate clearly and professionally with candidates, hiring managers, and team members.
• Experience in drafting job postings, conducting phone screenings, and coordinating interviews.
• Proven organizational skills with keen attention to detail and the ability to manage multiple tasks and priorities in a fast-paced environment.
• Proficiency in HR software and Microsoft Office Suite (Word, Excel, PowerPoint).
• Demonstrated ability to handle sensitive information with discretion and maintain the highest level of confidentiality.
• Good interpersonal skills and can work under pressure.

Our values and commitment to Safeguarding

IRW is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people, adults and beneficiaries with whom IRW engages. IRW expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.

The post holder will undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organisation.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records checks. IRW also participates in the Inter Agency Misconduct Disclosure Scheme.

In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment.

By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.