HR Officer - Payroll & Benefits Administration

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World Wide Fund for Nature

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Quezon City, Philippines

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GENERAL DESCRIPTION

This position is responsible for ensuring that employees are paid accurately and provided with the benefits effectively while ensuring compliance with relevant laws and regulations.


WORKS WITH

  • Internal: Interacts with HR & Administrative Manager, COO, Accounting Unit, Project Development, and all staff.
  • External: Interacts with non-staff individuals such as 3rd party benefits partners, bank representatives, consultants, and government agencies (i.e., SSS, PHIC, HDMF, BIR, DOLE, etc.)

SPECIFIC DUTIES AND RESPONSIBILITIES AND EXPECTED DELIVERABLES

The HR Officer will report to the HR and Administrative Manager or, in his/her absence, a focal point person assigned by the Management Committee. His/her specific duties and responsibilities and expected deliverables are as follows:

Detailed Functions and Responsibilities

  • Payroll Processing
    • Ensures accurate and timely processing of employee payroll, including salary calculations, deductions, bonuses/incentives, 13th-month pay, and severance pay.
      • Prepares, processes bank posting, and timely release of payrolls.
      • Computes, processes, bank posting, and timely release of 13th-month pay.
      • Computes and processes severance pay of employees and processes the end-of-employment papers.
    • Payroll Taxation
      • Works with the Accounting Unit on the monthly BIR tax remittance.
      • Works with the Accounting Unit on the annualization of taxes.
  • Benefits Administration
    • Manages employee benefits programs, such as but not limited to:
      • Statutory Benefits
        • Social Security System (SSS) Benefits
        • Philippine Health Insurance Corporation (PHIC) Benefits
        • Home Development Mutual Fund (HDMF) Benefits
        • DOLE Welfare Benefits
      • Company Initiated Benefits, such as
        • Health insurance
        • Paid Time-Off (VL accruals and conversions)
        • Retirement plans
        • Other perks
    • Processes application of SSS and HDMF loans, Maternity and sickness benefits & other statutory benefits.
    • Ensures accurate and timely payments of remittances, loans, and dues.
    • Facilitates entitlements/ enrolment of newly hired staff/ termination of entitlements/ enrolment of resignees/ separated employees.
  • Compliance
    • Stays up-to-date with labor laws and tax regulations.
    • Ensures all payroll and benefits processes are compliant according to applicable regulations.
    • Ensures the privacy of data is followed according to the Data Privacy Act of 2012.
  • Record Keeping & Data Management
    • Maintains accurate and confidential records of employee compensation, tax withholding, and benefits plans.
    • Ensures that compliance records, payroll records, benefits records, and other relevant records under this TOR are intact and complete.
    • Maintains and updates employee information in the HR and payroll systems, ensuring data accuracy.
    • Ensures the completeness and accuracy of posted statutory contributions and loan payments made by the Company to respective government agencies.
    • Maintains documentation of payroll & benefits processes and policies for reference and training purposes.
  • Reportorial
    • Generates regular payroll and benefits reports for management, accounting, and auditing purposes.
    • Generates timekeeping reports as required/requested by authorized individuals.
    • Accepts and processes employment certification as required/requested by authorized individuals.
    • Prepares summary of salary and benefits as required by the donor reporting.
  • Customer Concerns and Resolutions
    • Addresses payroll and benefits-related inquiries, discrepancies, and issues from employees and management.
    • Handles employee concerns or disputes related to payroll and benefits in a professional and confidential manner.
    • Assists employees with inquiries related to benefits
  • Evaluation, Auditing, and Improvement
    • Regularly audits payroll and benefits data to identify errors or inconsistencies and recommends corrective action.
    • Regularly reconciles available VL balances and accruals with the Accounting Unit.
    • Evaluates the effectiveness of payroll & benefit programs and recommends improvement measures for continual improvement (3rd Party Vendor Partner performance, total remuneration discussions).
    • Implements resolutions accordingly.
  • Communication
    • Provides onboarding/orientation to employees on relevant payroll & benefits policies & procedures.
    • Communicates changes in payroll and benefits policies and procedures to employees.
  • Vendor Management
    • Liaise with third-party vendors who provide benefits services or payroll software.
    • Maintains good business bank relations.

DELIVERABLES

  • Payroll no later than the 10th and 25th of every month, including adjustments, as appropriate
  • SSS/ HDMF/ PhilHealth/ BIR remittance on schedule
  • Labor and labor-related budget/costing of projects, as required
  • The staff has updated SSS/ HDMF/ PhilHealth/ BIR records (i.e., staff can verify using the internet service of the provider or other means)
  • Alpha list of staff, including information on the accrued taxes for the year
  • Income tax return forms are released at least one month before the deadline for filing
  • 13th-month pay and other remunerations (merit increases, maternity pay, emergency loans) released to staff on time (as scheduled)
  • Computation for terminal/ end-of-employment papers
  • Attendance to meetings
  • Summary of salary and benefits for the period covered by progress/ terminal reporting to donors, as appropriate
  • Monthly Reconciliation VL balances and accrual Reports
  • Inclusion of newly hired and regular staff to service providers (e.g., health and life insurance, SSS, PhilHealth, HDMF, BIR
  • Applications for SSS Salary loans and HDMF multi-purpose loans submitted, including necessary adjustments made to employee salary for payment of loans
  • Assistance during emergencies, as appropriate
  • Updated Employee Leave Record
  • Quarterly summary of information on employee leaves (i.e., sick, vacation, compensatory)
  • Monthly communication of birthday celebrators, holidays, etc.
  • Certificates of employment

HOW TO APPLY

As an equal employment opportunity employer, WWF does not discriminate based on an applicant’s race, religion, sex, gender, or disability status. To reduce use of paper, submissions by mail will not be accepted. Due to the high volume of applications, inquiries via phone cannot be accepted.

To apply, submit a cover letter and your resume to apply@wwf.org.ph with the subject line: "HR Officer – Payroll & Benefits Administration".