HR Officer for Records and Administration  

Under the supervision of the Vice President for Human Resources and the HR Governance Section Head, the HR Officer (for Records and Administration) is tasked to ensure the effective and efficient management of employee and office records system, as well as provide administrative and support services required by the Office of the Vice President for Human Resources.

Main Duties and Responsibilities

Under HR Governance Section

I. Records Management Framework and Classification System [for individual and organization records]

• Recommends, and implements a records management framework and classification system.
• Proposes an efficient retrieval guide and information database for employee and office records [electronic – digitization and HRIS].
• Organizes and archives important records through proper classification and indexing, sifting through multiple versions, and discarding properly materials not suitable.
• Conducts regular inventory of records (for creation, processing, storage, retrieval, and disposal).
• Ensures the general upkeep of the Records Room.

II. Records and Information Management

• Implements and ensures an efficient, systematic, and secure process to manage the records created, stored, and disposed of by the Office ensuring compliance with the records management policy of the office and University data protection policies.
• Ensures proper handling of documents to allow for longer life of documents.
• Monitors, tracks, and maintains statistical data and trends pertinent to records management.
• Performs minor document preservation using prescribed archival procedures.
• Coordinates with the different OHRMOD sections for the receipt of the initial 201 folders, ensuring that all folders pertaining to employee records are accurate, up-to-date, and complete.
• Coordinates with the warehouse provider and ensures that all records transferred to the warehouse follow a specific classification system.
• Approves updates in personal data (for HRIS).

III. Employee Profiling and Statistics

• Reviews the reports and certifications generated by the HR Assistant.
• Generates profile data and/or reports requested by units and individual employees (for accreditation, surveys, statistics, employee list, excellence awards, etc.)

IV. Employee Data and Records

• Monitors the signed non-disclosure agreement and terms of agreement of employees.
• Assists in the logistical preparations and distribution of individual memos to employees.
• Assists in the design, production, and issuance of identification and business cards.

V. Data Control

• Serves as Records Custodian for digital-based records.
• Serves as Records Scheduler, recommending a data and document creation, collection, processing, storage, retrieval, release, retention, and disposal schedule, based on trends and applicable laws.

Under Office of the Vice President (short-term assignment)

VI. Frontline and Secretarial Functions

• Manages the appointments and schedules of the Vice President, and arranges the necessary logistical requirements of activities organized by the Office.
  • Coordinates with various offices and external stakeholders for the achievement of the Office of the Vice President’s mandates.
  • Arranges the logistical requirements such as venue, transportation, meals, equipment, souvenirs, etc., depending on what is needed for the meeting/event.
  • Takes minutes of the meetings/proceedings, as needed.
• Attends to queries and guests in a prompt, polite, and efficient manner.

1. • Properly logs incoming correspondences and ensures that they are addressed in a prompt and efficient manner.

• Ensures that all documents submitted to the Vice President are properly supported.
  • Where appropriate, conducts initial reviews of documents submitted to the Vice President and makes necessary recommendations.
• Prepares templated memos, appointment letters, and other communication needed by the Vice President.
• Where involved, monitors agreed on timelines and deliverables and reminds the Vice President and pertinent members of important dates.
• Updates Office database and maintains files and records of correspondences, documents, and other materials for the Vice President in a systematic manner and consistent with the need to protect confidentiality and data privacy. This may include Office and personnel records.
• Properly disposes of old files and records according to University and Office guidelines.

VII. Perform other duties as may be required by the immediate supervisors and authorized representative.

Minimum Qualifications and Experience:

• Bachelor’s degree
• ISO certification for records management
• 2-year experience in records management

Knowledge, Skills, and Abilities:

• Meticulous and keen attention to details are must-have qualities
• Knowledge of integrated document management, records management, institutional archiving systems, standards, and procedures
• Knowledge of data privacy laws
• Knowledge of archival procedures
• Ability to articulate ideas, identifying the information needed, clarifying what the client needs, and communicating clearly what is required
• Ability to analyze trends and write reports
• Ability to effectively and efficiently prioritize and manage multiple projects at the same time
• Administrative and organizational skills
• Analytical skills
• Proficiency in office productivity software (especially MS Excel) and HR information systems
• Office general management skills
• Interpersonal, networking, and partnering skills
• Coordination skills
• Basic financial skills (budgeting)
• Basic project management skills
• Decision making, critical thinking
• Written business communication skills