Reference #: ADB-HR-13-0291
Position Title: Human Resource Assistant
Department: Budget, Personnel, and Management Systems
Department
Division: HR Policy and Program Division
Location: Manila, Philippines
Recruitment Type: National and Administrative
Closing Date: 3 June 2013 , 5:00 p.m. (1700 Manila
Time, 0900 GMT)
Job Purpose:
To perform secretarial and administrative support services, and a range of defined clerical outputs within a specific area of human resources (HR) function.
Expected Outcomes
Secretarial Functions
- Provides efficient secretarial support, such as making appointments, preparing correspondence and reports, receiving and placing calls, liaising with specified internal and external contacts and recording incoming/outgoing mails and other documents.
- Prepares, organizes, and updates administrative files and related records to ensure accuracy and for easy retrieval and reference.
- Provides efficient reception services by screening incoming telephone calls, taking accurate messages, dealing with queries from callers and visitors, establishing nature and priority of requirements of unexpected visitors to ensure that they are routed in a timely manner to the concerned staff.
- Ensures that office filing systems and records are properly maintained and updated in accordance with an existing framework for easy retrieval.
- Tracks the flow of document with the use of databases for effective monitoring to meet deadlines.
- Provides efficient secretarial support, such as making appointments, preparing correspondence and reports, receiving and placing calls, liaising with specified internal and external contacts and recording incoming/outgoing mails and other documents.
- Prepares, organizes, and updates administrative files and related records to ensure accuracy and for easy retrieval and reference.
- Provides efficient reception services by screening incoming telephone calls, taking accurate messages, dealing with queries from callers and visitors, establishing nature and priority of requirements of unexpected visitors to ensure that they are routed in a timely manner to the concerned staff.
- Ensures that office filing systems and records are properly maintained and updated in accordance with an existing framework for easy retrieval.
- Tracks the flow of document with the use of databases for effective monitoring to meet deadlines.
Administrative Support
- Assists Supervisors by arranging meetings, typing and releasing memos and other documents related to HR programs and policies.
- Assists Supervisors of project teams in attending to administrative and coordination matters.
- Assists Supervisors in preparing for missions/conferences by updating recruitment presentation/conference slides, arranging travel requirements, etc.
- Ensures data in relevant systems are kept up-to-date and the existing filing systems are maintained in accordance with prescribed systems and established guidelines.
- Collates, extracts and compiles data for generation of various reports, documentation and statistics, and for the preparation of mid-year budget reviews, estimates and projections.
- Assists Supervisors by arranging meetings, typing and releasing memos and other documents related to HR programs and policies.
- Assists Supervisors of project teams in attending to administrative and coordination matters.
- Assists Supervisors in preparing for missions/conferences by updating recruitment presentation/conference slides, arranging travel requirements, etc.
- Ensures data in relevant systems are kept up-to-date and the existing filing systems are maintained in accordance with prescribed systems and established guidelines.
- Collates, extracts and compiles data for generation of various reports, documentation and statistics, and for the preparation of mid-year budget reviews, estimates and projections.
Client Service and Others
- Interprets and responds to inquiries from staff relating to benefits policies and claims in a detailed, timely and accurate manner.
- Performs other duties as may be assigned, including tasks reflected in the incumbent’s workplan.
- Interprets and responds to inquiries from staff relating to benefits policies and claims in a detailed, timely and accurate manner.
- Performs other duties as may be assigned, including tasks reflected in the incumbent’s workplan.
Educational Requirements:
Bachelor's degree
Relevant Experience And Other Requirements:
Work experience
- At least 5 years HR experience in similar capacity
- At least 5 years HR experience in similar capacity
Technical knowledge
- Proficient with Microsoft Office, particularly MS Excel, Word and Powerpoint
- Good understanding of the interactions between different work areas and relevant work flows and their purpose, as well as business knowledge of relevant areas.
- Proficient with Microsoft Office, particularly MS Excel, Word and Powerpoint
- Good understanding of the interactions between different work areas and relevant work flows and their purpose, as well as business knowledge of relevant areas.
People and leadership skills
- Able to liaise and work effectively with staff within own work location
- Able to work collaboratively with teams as a constructive team member
- Good interpersonal skills
- Ability to plan and coordinate schedules in order to meet deadlines
- Good command of written and spoken English
- Able to liaise and work effectively with staff within own work location
- Able to work collaboratively with teams as a constructive team member
- Good interpersonal skills
- Ability to plan and coordinate schedules in order to meet deadlines
- Good command of written and spoken English
Core Competencies:
Application of Technical Knowledge and Skills
- Deals with routine queries and correspondence in accordance with procedures
- Proactively seeks relevant development opportunities and submits for approval
- Produces summaries and frameworks by collecting and analyzing diverse information
Client Orientation
- Adjusts style and approach to respect and serve different clients
- Conveys messages by asking questions and using different approaches
- Identifies when a client issue requires escalation
- Responds to clients without prompts or reminders from senior colleagues
Achieving Results and Problem Solving
- Proposes solutions to minimize delays and setbacks in completing work
- Reviews all task objectives and achieves core deliverables
- Uses time management and organizational skills to promptly complete work to the required standard
- Delivers beyond the stated task objectives
Working Together
- Consistently works effectively with individuals of different views, culture, nationality, gender, and age
- Consistently seeks assistance when requirements are unclear
- Provides timely updates on relevant information
- Freely shares and seeks useful knowledge and to complete work
Communication and Knowledge Sharing
- Uses effective written and oral communication in preparing documents, presentations and interactions
- Asks questions to understand how to follow up on feedback
- Locates relevant information to expedite workflow
Innovation and Change
- Adopts new policies, systems and processes in a timely fashion
- Shares ideas for how work can be completed more effectively
Immediate Reporting Relationships / Other Information:
- Designated International Staff and senior National Staff
Social Plugin