Manager, Human Resources and Administrative Services

JOB DESCRIPTION

The Manager for Human Resources and Administrative Services provides leadership, effective management, and direction for the organization in the various functional areas of the Human Resources Department and Administrative Services. He/she will create and support a positive, productive working environment for all staff, promoting critical collaboration, teamwork and accountability. The Manager is expected to identify and align with the core values of the WWF organization, namely: Courage, Integrity, Respect and Collaboration.

Reports to: Chief Operations Officer

Project/Unit: Human Resources and Administrative Services Unit

Location: WWF-Philippines Headquarters, Quezon City

Works with:

• Internal: All Employees, BOT and NAC members, Consultants, Hosted Programs
• External: Partners, Suppliers/Services providers, Consultants, and Project Stakeholders

Supervises:

• HR Officer, HR-Admin Officer (Contracts Officer), Admin Officer

DETAILED FUNCTIONS AND RESPONSIBILITIES

A. HUMAN RESOURCES

Hiring (Recruitment and Selection, Employee On-boarding, Compensation and Benefits)

• Review and assess the existing HR procedures in the recruitment, assessment and selection process, including the salary structure; and devise a program that will support the improvement of cost recovery efforts and other initiatives of the organization
• Coordinate the appointment process for successful applicants and ensure the Contract of Employment upon commencement of work
• Create and implement an orientation process for new employees
• Oversee the payroll/benefits provider and the payroll/benefits process

Retention (Performance Management, Employee Relations and Engagement, Rewards and Motivation)

• Review the existing Performance Appraisal System and provide improvement to measure employee performance and satisfaction as needed
• Create a workplace culture that is aligned with the organizational mission, vision, goals and values
• Manage the harmonious relationship between management and employees through active involvement in employee programs and communication
• Create a venue to recognize employee achievement

Development (Organization Development, Employee Training and Development, Career Planning)

• Assess the organization’s training needs
• Create a learning and development program for the organization
• Manage the career/ succession planning of the employees

Management (Human Resource Information Systems, Policies and Procedures (legal compliance/ personnel safety), Employee Communications)

• Review and develop the employee database, maximizing the use of IT
• Review the policies and procedures and ensure compliance with labor standards is maintained
• Relay significant feedback to ManCom to ensure implementation of strategies are aligned with the organization’s goal
• Provide effective implementation of various HR related initiatives
• Review the existing process/ policies and procedures in the engagement (selection and hiring; issuance and filing of contracts) of third-party consultants, suppliers, volunteers and on-the-job trainees; devise a program that will support the improvement
• Facilitate and ensure compliance with personnel related policies and procedures including remittances to the BIR, SSS, etc. and processing of employee’s benefits.
• Manage outsourced HRIS provider.

B. OFFICE ADMINISTRATION

• Manage day-to-day office operations; oversee and coordinate overall office activities and ensure the smooth operations of the daily administrative services and duties
• Direct the administrative needs of the organization; review and assess the existing plan and office procedures; provide improvement in the quality of service to the employees
• Coordinate and supervise the provision of administrative and purchasing services (e.g. hiring transport, making travel arrangements, purchasing capital equipment, records keeping and management, to the operations unit, etc.)
• Ensure that competitive bidding is followed and validate prices of regular vendors against competitors’ periodically. These may include the use of service vehicles, travel arrangements, purchasing, liaising work with government and its instrumentalities, record management, delivery of logistics, clerical services and processing of insurance and other related work.
• Ensure that the offices (headquarters, field offices) are well-maintained and that the occupants are regularly briefed concerning satisfactory working environment. This shall be done by maintaining the organization’s office and its premises secured, safe, clean and orderly and by keeping office facilities and equipment efficiently functional at all time.
• Provide an oversight to the Information Technology (IT) unit of the organization and data privacy policy is complied.
• Establish an effective maintenance program for major and critical equipment of the organization and ensure the satisfactory compliance with the same.
• Comply with related government-mandated policies and requirements such as remittance and payment of taxes, licenses, taxes, permits, accreditation, reports and the like.

Reporting

• Ensure timely and satisfactory reporting of KKPFI’s operational transactions, asset inventory and personnel records in accordance with the requirements of the Management Committee, BOT, and with the government regulatory agencies (DOST, SEC, PCNC, DOLE, NLRC, etc.)

Support – Legal Review

• Review the operational components of all agreements and contracts and secure legal scan from Legal Counsel;

Health and Safety

• Oversee the organization’s occupational safety, health, security to ensure compliance on all levels of the organization.
• Supervise the Safety Committee and ensure the implementation of all government and WWF-International mandated COVID safety protocols.

QUALIFICATIONS

• Degree in Human Resources or related field
• Proven HR Management experience of at least eight years
• Knowledge of HR systems, databases and HR metrics
• Excellent leadership, organizational and communication skills
• Solid knowledge of labor/employment legislation and HR best practices
• Proactive team player with strong customer service and problem solving skills
• People-oriented and results driven
• Competence to build and effectively manage interpersonal relationships at all levels of the organization