HR Assistant – Compliance & Implementation

The HR Assistant – Compliance & Implementation supports the HR Manager in ensuring the proper and consistent implementation of company policies, procedures, HR programs, and management directives.
The position is primarily responsible for compliance monitoring, policy implementation, HR documentation, internal HR audits, employee compliance tracking, and follow-through of corrective and improvement actions.
The position serves as the HR Department's key support in promoting accountability, consistency, proper documentation, and compliance throughout the organization.
KEY RESPONSIBILITIES
A. HR Policy Compliance & Implementation
-Assist in implementing and communicating company HR policies, rules, regulations, and procedures.
-Monitor employee and department compliance with approved company policies.
-Track implementation of newly issued policies, memoranda, procedures, and management directives.
-Conduct follow-ups to ensure that policies are properly implemented.
-Monitor whether employees and departments understand and follow established procedures.
-Identify implementation gaps and report concerns to the HR Manager.
-Maintain an organized database of HR policies, memoranda, acknowledgments, and related documents.
-Assist in reviewing policies and procedures and recommend areas for improvement to the HR Manager.

B. Employee Compliance Monitoring
-Monitor compliance with attendance, leave, work schedules, dress code, workplace rules, and other company policies.
-Maintain records of employee violations, reminders, notices, corrective actions, and resolutions.
-Monitor compliance with corrective actions and employee commitments.
-Maintain proper documentation of employee compliance concerns.
-Escalate repeated or serious violations to the HR Manager.
D. HR Documentation & Records Compliance
-Ensure that required HR documents are properly submitted, complete, and updated.
-Monitor submission of employee forms, acknowledgments, evaluations, agreements, and other HR requirements.
-Maintain compliance trackers and databases.
-Ensure proper filing of employee compliance records.
-Maintain confidentiality and security of employee records.
-Conduct periodic reviews of HR files to identify missing or incomplete documentation.
E. Internal HR Audit & Monitoring
-Conduct regular HR compliance checks based on approved checklists.
-Assist in conducting internal HR audits.
-Review implementation of company policies and HR procedures.
-Identify recurring violations, documentation gaps, and areas of non-compliance.
-Prepare findings and monitoring reports for the HR Manager.
-Track corrective actions until completion.
F. HR Reports & Compliance Dashboard
-Maintain HR compliance monitoring dashboards and trackers.
-Prepare weekly, monthly, or periodic compliance reports as required.
-Monitor trends involving attendance, violations, policy compliance, and completion of HR requirements.
-Provide accurate data and observations to support HR decision-making.
-Ensure all compliance records are updated and readily available when needed.
G. Employee & Department Coordination
-Coordinate with employees and department heads regarding HR compliance requirements.
-Follow up on incomplete or overdue requirements.
-Assist in explaining HR policies and procedures to employees.
-Communicate reminders regarding deadlines and compliance requirements.
-Maintain professionalism and neutrality when handling compliance matters.
-Escalate sensitive employee concerns to the HR Manager.

PERFORMANCE EXPECTATIONS
-The HR Assistant – Compliance & Implementation is expected to:
-Ensure timely and consistent implementation of HR policies and programs.
-Maintain accurate and complete HR compliance documentation.
-Conduct regular compliance monitoring.
-Identify and report compliance gaps promptly.
-Ensure proper follow-through of corrective actions.
-Maintain updated compliance trackers and reports.
-Monitor deadlines and prevent avoidable compliance lapses.
-Maintain confidentiality of employee and company information.
-Apply policies consistently and professionally.
-Support the HR Manager in strengthening accountability and discipline.