Philippines: HR and IT Assistant

FOR PHILIPPINES NATIONAL ONLY

ARE YOU THE RIGHT PERSON FOR THIS EXCITING ROLE?

THE ORGANISATION

Oxfam is a vibrant global movement of passionate, dedicated people fighting poverty together. People power drives everything we do. From saving lives and developing projects that put poor people in charge of their lives and livelihoods, to campaigning for change that lasts. That’s Oxfam in action. If you share this vision and commitment, then you are exactly who we are looking for.

Working with us is so much more than having an eight-to-five job. As an employee, you are joining a team of professionals in more than 90 countries in the world who are all committed to delivering lasting change to end world poverty and injustice. Working for Oxfam will give you opportunities to enrich your career across different programmes and focus areas. Thousands of people have already joined and have committed their time, talents and expertise to change lives around the world. Now, we're challenging you to contribute yours.

BENEFITS:

Oxfam offers staff a comprehensive benefits package including medical cover, life insurance, provident fund, different kind of leaves and lot of learning and development opportunities.

KEY RESPONSIBILITIES:

Administrative Tasks

• Support the HR Business Partner in all HR initiated events such as team meetings, annual day away and wellness related activities by assisting in program preparation and coordination
• Properly maintain and regularly update staff 201 files and ensure its completeness and alignment with GOLD information
• Responsible for the efficient organization and maintenance of HR paper filing system
• Provide assistance in hosting HR office visitors, including hosted staff
• Provide general administrative support to the HR Business Partner specifically on HR related business processes (coordination, follow-up, monitoring and updating documents)
• Prepare Payment Requests for HR related payables including but not limited to government mandated benefits and consultancy fees, in coordination with relevant teams

Human Resources Tasks

• Assist in the maintenance and development of HR’s electronic information storage (Old Files O Drive) and retrieval system
• Ensure updated and complete staff information and data on Global Online Database (GOLD)
• Regularly track and update staff details on GOLD, including timely registration/enrolment of new hires in the system and updates staff benefits
• Primarily responsible for the end-to-end recruitment process for both regular and consultancy posts and in charge of job posting thru Oxfam’s online recruitment system
• Support the long-listing of applicants by downloading applications and providing the same to line managers. Maintain applicants active file folder for all positions, including consultants
• Ensure full compliance with recruitment procedures and documentation and maintain regular monitoring of staff vacancy vs staff hired
• Prepare Induction Pack and Induction Schedule for new hires. Monitor induction schedule and its full implementation
• Regularly update all staff Job Profiles and maintain records per department. Maintain an up-to-date humanitarian/emergency job profiles and active roster
• Coordinate with pre-employment medical examination with retainer doctor and explore with HRBP as to additional accredited clinics and hospitals
• Monitor staff leaves, upload on the database and take note of staff whereabouts. Provide regular leave status per department
• Ensure staff are fully aware and informed of all Oxfam benefits
• Monitor updated release of CIGNA cards to staff. Process medical claims in coordination with Admin and HR Assistant within allotted timeframe
• Provide initial semi-monthly payroll inputs and support in the preparation of monthly payroll
• Provide assistance to HRBP in ensuring full compliance with government labor regulations. Provide regular updates to staff on all government mandated benefits updates and procedures
• Perform various HR functions such as: Letters of Agreement for volunteers and routine office management tasks
• File and maintain staff timesheets as donor requirement
• Perform other relevant duties as may be agreed with the HRBP

IT Support and Maintenance and Inventory

• Act as a first line support to hardware/software maintenance and upgrades, and primary point of contact for all service-related queries, issues and requests
• Perform operation routine check according to agreed schedules
• Take charge of service desk, receive and monitor calls from field offices and escalate issues to technical support team
• Log all calls made to central call tracking system (Service-Now) with the correct level of detail and impact to facilitate resolution
• Ensure availability, reliability, suitability and proper functionality of all business equipment (printers/scanners/projectors) in the office
• Install new PC and other hardware equipment according to Oxfam standard SOE
• Take charge of communication support in offices within the country team, including installations, troubleshooting, etc. in collaboration with Logistics
• Ensure that virus protection software is installed on all machines and updated on a regular basis
• Establish and maintain network security
• Create activity logs for Upgrades and Maintenance
• Coordinate with Logistics Officer to procure IT hardware in a timely manner
• Maintain an up-to-date inventory of all IT equipment, software and hardware
• Maintain and update IT assets register (IT pool) to keep records of IT items issued to staff
• Liaise with the external service providers for IT equipment purchases, repairing and servicing

SKILLS AND COMPETENCIES:

Essential

• Graduate of any related Bachelor’s Degree, preferably in the Social Sciences and related course
• At least 2 years of experience as HR Generalist in a similar organization, with exposure in HR online systems and 1 year experience in general IT
• Experience working with technology sets like Microsoft Office 365 and Window Client operating systems such as Window 7 or Window 10
• System related - Basic network troubleshooting and Windows client installation
• Excellent organizational capacity and ability to multitask and manage deliverables based on agreed timelines
• An effective team member with experience of working in a small team and supporting a wider programme team
• Effective verbal and written skills both in English and Filipino
• Strong sense of self awareness, flexible in approach, and willingness to learn
• Strong customer/client service orientation
• Computer skills – Word, Excel, internet, databases and email
• A strong commitment to gender and diversity
• Ability to travel, as required

USEFUL INFORMATION:

Contract Length:** One year; Manila, Philippines

APPLY NOW!

Please submit your application online here OR visit our website https://www.oxfam.org.uk/what-we-do/about-us/working-at-oxfam-gb?cid=rdt_jobs using the job reference number INT5561. Only shortlisted candidates will be contacted. In your application please ensure that you address your suitability towards the outlined selection criteria, in order to be shortlisted.

Oxfam is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and promoting the welfare of children, young people and adults. Oxfam 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.

All offers of employment will be subject to satisfactory references and may be subject to appropriate screening checks, which can include criminal records and terrorism finance checks.