STAFF MANAGEMENT ASSOCIATE

TERMS OF REFERENCE 

I. JOB SUMMARY 

1.1. Handle and provide technical support in the implementation of various HRU programs and services such as:

· Recruitment and placement

· Attendance and timekeeping

· Payroll and benefits administration

· Human resource information system

1.2. Provide technical assistance on special projects of the unit for HRU services improvement.

II. ACCOUNTABILITY STATEMENTS

2.1. Timely recommendation and endorsement of qualified applicants for hiring.

2.2. Timely and accurate salary and benefits administration.

2.3. Efficient attendance and timekeeping management of staff.

2.4. Maintain accurate and up to date staff information.

III. DUTIES AND RESPONSIBILITIES 

3.1. Recruitment, Placement and Separation

3.1.1 Provide sourcing and staffing services of regular employees and partners.

3.1.2 Conduct selection and pre-screening of prospective Centre staff and partners, pre-employment requirements, contracting and employment documentation.

3.1.3 Coordinate and schedule interviews/panel interviews of candidate with the requisitioning office/unit.

3.1.4 Process documentary requirements of separating staff and partners.

· Exit Questionnaire

· Clearance processing

· Quitclaim and Waiver Form

· Other relevant document

3.2. Attendance and Timekeeping

3.2.1. Ensure implementation of attendance and timekeeping policies of the Centre.

3.2.2. Manage and maintain the timekeeping system/software of the Centre.

3.2.3. Ensure that timely addition/deletion of all incoming/outgoing Centre staff and partners from the timekeeping system, which includes scanning of fingerprints in the system.

3.2.4. Generate monthly Daily Time Record (DTR) of staff for monitoring of absences, tardiness, undertime and leave without pay for appropriate action.

3.2.5. Provide office managers/unit heads with monthly attendance report and inform supervisors of offenses, if any, which may be used also to rate staff’s Adherence to Organizational Values.

3.2.6. Prepare communication to the payroll officer and FAMO Manager for salary deduction of staff, who have exhausted leave credits.

3.2.7. Monitor compliance of staff with the policies on Timekeeping and Attendance.

3.3. Payroll and Benefits Administration

3.3.1. Administration and monitoring of staff privileges such as leaves, uniforms, loans, and other benefits except those that are related to health and wellness.

3.3.2. Facilitate and coordinate with government agencies (SSS, Pag-Ibig and Philhealth)

3.3.3. Handle remittances for staff’s SSS, Philhealth and Pag-Ibig contributions and loan amortizations.

3.3.4. Administer salary related functions for Centre partners including review and monitoring of salary billing of agency staff. Ensure that manpower agency submits the billing in a timely manner as stipulated in the contract.

3.3.5. Process payment orders for salaries of direct hires and project hires.

3.3.6. Ensure updated and proper charging of all Centre partners.

3.4. Human Resources Information Records

3.4.1. Management of employment documents/records of Centre partners.

3.4.2. Ensure that all Centre staff and partners information, records and documents are accurate and up to date.

3.4.3. Ensure that all human resources documents are in accordance with quality management system of the Centre.

3.5. Employee Relations

3.5.1. Prepares correspondence/communication on staff movements such as promotions, transfers, secondments, separation through email.

3.6. Perform other related tasks that may be assigned.

III. QUALIFICATIONS 

4.1. Educational Attainment

4.1.1. Completion of an appropriate Baccalaureate Degree from a duly recognized/accredited institution of higher learning, preferably a BS Psychology or Behavioral Science graduate.

4.2. Work Experience

4.2.1. At least 3 years of relevant work experience.

4.2.2. Has exposure on the following areas:

4.2.2.1. Recruitment and Selection

4.2.2.2. Payroll and Benefits Administration

4.2.2.3. Timekeeping and Attendance Management

4.2.2.4. Knowledgeable in processing of government mandated benefits such as SSS, Pag-Ibig and Philhealth.

Interested applicants may submit their letter of intent and CV to: careers@seameo-innotech.org