HR Manager

II. DUTIES AND RESPONSIBILITIES

A. HUMAN RESOURCE PLANNING AND ORGANIZATIONAL DEVELOPMENT

• Develop and implement HR strategies aligned with company objectives and operational requirements.
• Prepare annual manpower plans in coordination with Department Heads and Management.
• Review and evaluate Manpower Requisition Forms (MRFs) based on staffing requirements and approved budgets.
• Maintain the organizational chart and ensure clear reporting relationships.
• Develop, review, and update job descriptions, position qualifications, and job responsibilities.
• Assess workforce requirements, employee utilization, and staffing gaps.
• Recommend organizational improvements, staffing adjustments, and workforce development initiatives.
• Monitor employee turnover, absenteeism, recruitment needs, and manpower costs.
• Prepare HR reports and workforce analysis for Management.
• Support succession planning and organizational development initiatives.

B. RECRUITMENT, SELECTION, AND HIRING

• Manage the recruitment and selection process from manpower requisition to onboarding.
• Review approved manpower requests and validate job requirements.
• Develop recruitment strategies and maintain applicant sourcing channels.
• Conduct initial interviews, applicant screening, and appropriate assessments.
• Coordinate final interviews and selection decisions with authorized Department Heads and Management.
• Conduct or coordinate background and reference checks when appropriate and legally permissible.
• Prepare employment offers, employment contracts, appointment documents, and other hiring requirements.
• Ensure the completion and proper verification of pre-employment documents.
• Facilitate employee onboarding and company orientation.
• Monitor probationary employees and coordinate performance evaluations before the applicable evaluation deadlines.
• Ensure that probationary employees are informed of reasonable standards for regularization at the appropriate time.
• Maintain recruitment records and monitor recruitment performance.
• Recommend improvements to hiring procedures and applicant assessment systems.

C. EMPLOYEE RELATIONS AND DISCIPLINARY MANAGEMENT

• Promote positive employee relations and maintain professional communication between employees and Management.
• Receive, evaluate, and address employee concerns, complaints, and workplace conflicts.
• Conduct or coordinate investigations into reported employee violations.
• Prepare Notices to Explain (NTEs), administrative hearing notices, notices of decision, and other disciplinary documents.
• Facilitate administrative hearings and provide employees with appropriate opportunities to explain their side.
• Recommend disciplinary actions based on documented evidence, company policies, and applicable laws.
• Ensure compliance with procedural due process in disciplinary and termination cases.
• Maintain confidential records of employee complaints, investigations, and disciplinary actions.
• Monitor attendance, punctuality, absenteeism, and compliance with workplace rules.
• Promote professionalism, accountability, fairness, and ethical conduct.
• Recommend preventive and corrective measures to address recurring employee issues.
• Coordinate with Management regarding sensitive employee relations matters and potential labor disputes.

Authority Limitation: The HR Manager may investigate cases, prepare documentation, and recommend appropriate action. Final disciplinary and employment decisions shall be made by the authorized company representative in accordance with the approved authority matrix and applicable law.

D. COMPENSATION, BENEFITS, AND PAYROLL COORDINATION

• Administer HR-related compensation and employee benefits processes.
• Review salary structures and recommend adjustments based on approved company policies and applicable wage requirements.
• Verify HR payroll inputs, including attendance, overtime, undertime, leave, salary adjustments, and other authorized payroll information.
• Coordinate payroll processing with Accounting or Finance.
• Monitor compliance with applicable minimum wage requirements and other mandatory employment benefits.
• Coordinate statutory benefits administration, including:
• Social Security System (SSS)
• PhilHealth
• Pag-IBIG Fund
• 13th Month Pay
• Holiday Pay
• Overtime Pay
• Other applicable statutory benefits
• Coordinate the preparation and submission of required employment-related information with the responsible departments.
• Review payroll-related employee concerns and coordinate the correction of discrepancies.
• Coordinate final pay computation, clearance, and separation documentation with Accounting or Finance.
• Maintain the confidentiality and security of employee compensation information.
• Recommend improvements to compensation and benefits administration.

E. PERFORMANCE MANAGEMENT AND EMPLOYEE EVALUATION

• Develop and implement employee performance evaluation systems.
• Establish performance standards and Key Performance Indicators (KPIs) in coordination with Department Heads.
• Ensure employees understand their job descriptions, responsibilities, and performance expectations.
• Coordinate probationary and regular employee performance evaluations.
• Monitor the timely submission and completion of employee evaluation forms.
• Identify performance gaps and recommend appropriate corrective or developmental measures.
• Facilitate Performance Improvement Plans when necessary.
• Review evaluation results and provide Management with recommendations regarding training, development, promotion, or other appropriate personnel actions.
• Maintain performance evaluation records.
• Monitor the effectiveness of the company's performance management system.

Department Heads remain responsible for assessing employees' actual job performance and supervising their daily work, while HR coordinates and monitors the evaluation process.

F. TRAINING, COMPETENCY, AND CAREER DEVELOPMENT

• Conduct a Training Needs Assessment in coordination with Department Heads.
• Develop and implement an annual Training and Development Plan.
• Coordinate employee orientation, policy awareness, technical training, and professional development.
• Establish and maintain competency requirements for company positions.
• Coordinate training programs on leadership, communication, customer service, safety, compliance, and other relevant subjects.
• Monitor training attendance, completion, and effectiveness.
• Maintain employee training and competency records.
• Recommend additional training to address identified competency gaps.
• Develop career development and succession planning initiatives.
• Coordinate employee development and leadership training for potential supervisors and managers.
• Evaluate training results and recommend improvements.
• Coordinate with Department Heads to ensure employees receive appropriate job-specific instruction.

Department-Specific Training Coordination:

• Sales: Product knowledge, customer handling, sales negotiation, closing techniques, and sales reporting.
• Marketing: Communication, branding, advertising standards, and customer engagement.
• Technical and Service: Product troubleshooting, repair procedures, and technical competency.
• Accounting and Finance: Financial controls, documentation, reporting, and compliance.
• Warehouse: Inventory handling, stock movement documentation, and workplace safety.
• Administration: Office procedures, document control, coordination, and communication.
• Branch Operations: Customer service, operational procedures, daily reporting, and workplace discipline.

HR coordinates and monitors training programs. Department Heads and designated trainers remain responsible for delivering specialized technical and operational training.

G. HR POLICIES, PROCEDURES, AND EMPLOYEE DOCUMENTATION

• Develop, review, and update HR policies, procedures, work instructions, and forms.
• Prepare HR memoranda, advisories, notices, and official employee announcements.
• Maintain the Employee Handbook and Code of Conduct.
• Ensure that HR policies are aligned with applicable laws and approved company rules.
• Coordinate Management approval of new or revised policies.
• Conduct employee orientation on approved company policies.
• Monitor policy implementation and compliance across company locations.
• Maintain employee 201 files and personnel documentation.
• Maintain records of employment contracts, promotions, transfers, salary adjustments, evaluations, and separation.
• Prepare authorized employment certificates and other personnel documents.
• Establish appropriate document retention, access, and confidentiality controls.
• Ensure compliance with the Data Privacy Act of 2012 and applicable data protection requirements.

H. PHILIPPINE LABOR LAW AND STATUTORY COMPLIANCE

• Monitor compliance with the Philippine Labor Code, applicable DOLE regulations, and other relevant employment laws.
• Ensure proper documentation of hiring, employment status, regularization, transfers, and separation.
• Monitor compliance with applicable minimum wage orders and statutory benefits.
• Coordinate statutory contribution and employment-related reporting requirements with the responsible departments.
• Assist Management during labor inspections and compliance assessments.
• Maintain organized records supporting labor law compliance.
• Monitor changes in employment legislation and advise Management on their implications.
• Recommend corrective measures for identified compliance gaps.
• Coordinate with government agencies regarding employment matters when authorized.
• Promote fair, lawful, and consistent employment practices throughout the organization.

I. ISO QUALITY MANAGEMENT SYSTEM (QMS) RESPONSIBILITIES

The HR Manager shall ensure that HR processes and records comply with the company's established QMS procedures and applicable ISO 9001 requirements.

1. ISO Documentation and Document Control

a. Develop, review, update, and maintain HR procedures, forms, work instructions, and records.

b. Ensure HR documents follow the company's approved document control process.

c. Maintain current approved versions of HR-controlled documents.

d. Ensure obsolete documents are appropriately identified and controlled.

e. Maintain traceable records of HR activities and decisions.

2. Employee Competence and Awareness

a. Establish position competency requirements in coordination with Department Heads.

b. Maintain the employee competency matrix and qualification records.

c. Identify competency gaps and coordinate appropriate training.

d. Ensure employees understand their responsibilities and applicable company policies.

e. Maintain records demonstrating training completion and competency assessment.

3. Training Effectiveness

a. Maintain the annual training plan and training records.

b. Evaluate training effectiveness using appropriate methods, such as assessments, practical demonstrations, supervisor feedback, or performance results.

c. Recommend additional training when the required competency has not been achieved.

d. Monitor compliance with approved training requirements.

4. Internal and External Audit Support

a. Coordinate with the designated QMS Coordinator regarding HR-related audit requirements.

b. Provide authorized auditors with relevant HR procedures and records.

c. Assist in preparing evidence for internal and external audits.

d. Address HR-related audit findings assigned to the HR Department.

e. Maintain records of corrective actions and follow-up activities.

5. Nonconformity and Corrective Action

a. Identify and document nonconformities in HR processes.

b. Participate in root-cause analysis for HR-related findings.

c. Develop and implement corrective actions within the HR Department's assigned responsibilities.

d. Monitor corrective action completion and verify effectiveness when assigned.

e. Maintain appropriate records of nonconformities and corrective actions.

6. Risk and Opportunity Management

a. Identify risks affecting HR processes, including recruitment delays, incomplete personnel records, competency gaps, and missed evaluation deadlines.

b. Establish appropriate controls to address identified risks.

c. Recommend improvements to HR processes based on audit findings and performance results.

d. Monitor the effectiveness of implemented controls.

7. QMS Performance and Management Review

a. Establish and monitor HR-related quality objectives and performance indicators.

b. Prepare HR performance information for Management Review.

c. Report training effectiveness, competency compliance, recruitment performance, and relevant HR process issues.

d. Support continual improvement of the company's QMS.

ISO Authority Limitation: The HR Manager is responsible for HR-related QMS processes and records. The position shall not automatically assume overall responsibility for the company's QMS, internal audit program, or ISO coordination unless formally assigned by Management.

J. HR ADMINISTRATION AND BRANCH COORDINATION

• Monitor implementation of HR policies across the Head Office, showrooms, branches, and warehouse.
• Coordinate with designated branch representatives regarding staffing, attendance, employee concerns, and documentation.
• Conduct scheduled HR inspections or compliance assessments.
• Monitor employee attendance and manpower requirements across company locations.
• Coordinate employee transfers, assignments, and deployment with authorized Management representatives.
• Assist in resolving branch-level employee relations issues.
• Ensure timely dissemination of approved HR announcements and instructions.
• Maintain communication with Department Heads regarding HR concerns.
• Submit branch-related HR reports and recommendations to Management.
• Recommend improvements to branch HR coordination and reporting procedures.

Scope Limitation: HR oversight does not automatically make the HR Manager responsible for daily branch sales, revenue targets, inventory, purchasing, technical service, or other functions assigned to separate departments.

K. EMPLOYEE SEPARATION AND OFFBOARDING

• Receive and process employee resignation notices.
• Coordinate turnover, clearance, and return of company property.
• Conduct exit interviews when appropriate.
• Prepare separation notices and other authorized employment documents.
• Coordinate final pay computation with Accounting or Finance.
• Ensure appropriate documentation and due process in termination cases.
• Monitor compliance with applicable separation and final pay requirements.
• Maintain employee separation records.
• Coordinate with the relevant departments regarding replacement manpower requirements.
• Prepare employee turnover and separation reports for Management.

L. HR REPORTING AND MANAGEMENT SUPPORT

• Prepare and submit monthly HR accomplishment reports.
• Report recruitment status, manpower requirements, and staffing gaps.
• Submit attendance, absenteeism, and employee turnover reports.
• Report employee relations cases and disciplinary matters to authorized Management representatives.
• Monitor training and development activities.
• Submit HR performance and KPI reports.
• Prepare workforce analysis and recommendations.
• Participate in Management meetings concerning HR matters.
• Provide recommendations on workforce planning, employee development, and organizational effectiveness.
• Perform other reasonable HR-related duties assigned by Management that are consistent with the position and applicable law.

III. AUTHORITY AND DECISION-MAKING RESPONSIBILITIES

The HR Manager is authorized to:

• Implement approved HR policies and procedures.
• Coordinate recruitment and conduct applicant assessments.
• Issue routine HR communications within delegated authority.
• Request necessary HR-related information and documentation from departments.
• Conduct employee investigations and administrative hearings.
• Recommend hiring, regularization, promotion, transfer, and disciplinary actions.
• Coordinate employee training and development activities.
• Monitor HR compliance across company locations.
• Maintain HR records and implement authorized document control procedures.
• Submit HR reports, recommendations, and compliance concerns directly to authorized Management representatives.

Decisions Requiring Management Approval

Unless otherwise authorized through a written delegation of authority, the following require approval from the designated Management representative:

• Final hiring decisions and employment offers outside delegated limits.
• Salary adjustments and compensation changes.
• Promotions involving changes in position, compensation, or organizational structure.
• Major disciplinary actions and employment termination.
• Creation or abolition of positions.
• Implementation of new company-wide policies.
• HR expenditures beyond the approved budget.
• Changes to the organizational structure.
• Appointment of the overall QMS Coordinator or Internal Audit Team Leader.
• Other decisions specifically reserved to the CEO, COO, or Board of Directors.

Pay: Php20,000.00 - Php25,000.00 per month

Work Location: In person