HR OD Administration and Quality Management Support Officer I  

• **Full JD to be send to shortlisted candidates

Under the supervision of the Assistant to the Director/HROD Quality System and Design Section Head, HR Administration and Quality Management Support Officer I is tasked to provide data management support and ensure the effective and efficient office management of the Office of People, Team, and Organization Development (OPT&OD).

Main Duties and Responsibilities

I. Quality and Client Management Support

• Keeps track of updates and developments that affect the University as an organization, including its employees, and provides feedback to the administrators on how to anticipate and manage its possible impact.
  • Keeps abreast with trends and changes happening in the University, the country, and industry, and globally, and determines how it affects the OPT&OD’s operations, services, and programs.
• Actively researches practices related to OPT&OD functions - design frameworks, assessment strategies, intervention and evaluation. .
  • Collects and analyzes data and trends to identify its causes, and recommends appropriate interventions.
• Partners with clients by understanding and addressing their needs, providing proactive solutions that meet present and long-term needs, and monitors progress of project plans and deliverables.
  • Assists in monitoring the achievement of the Office’s goals.
• Monitors the information in the different OPT&OD data repository that looks into organization and employee profiles which include employee complement, job specifications/profiles, and job levels, and recommends strategies on how to improve the seamless capture of data and the integration of the spreadsheets.
• Assists in educating/informing unit heads on OPT&OD best practices.
  • Designs the most effective way to communicate OPT&OD’s programs, processes, and services to various audience.

II. Office Management Support

• Manages the schedules and appointments of the OPT&OD and arranges the necessary logistical requirements.
• Ensures that all documents submitted to the Director for approval are adequately supported.
• Maintains files and records of correspondences, documents, and other materials for the Director in a systematic manner and consistent with the need to protect confidentiality and data privacy. This may include Office and personnel records.
• Serves as OPT&OD end user administrator coordinating system requirements with DITS, which includes functionalities and settings, etc.
• Monitors the terms of the members of the committees and reminds the Director when renewals and/or new appointments are in order.
• Oversees the general upkeep of the Office, ensuring that necessary repairs are coordinated, and periodic general cleaning and pest control are scheduled, among others.
• Maintains and monitors use of office supplies/resources and ensures that these are replenished as required and used in an optimal and cost-effective manner (this includes gifts/souvenir items sponsored by the Office of the Director).
• Maintains and tracks the unit’s financial resources, monitoring the expenses vis-à-vis the budget of the Office.
• Assists in the coordination, logistical, and resource requirements of the OPT&OD’s projects and activities, when necessary.
  • Documents all meetings, proceedings, and events of the OPT&OD’s projects and activities.
• Assists the OPT&OD during peak seasons, and the University for events and committee works.

III. Performs other duties as may be reasonable assigned by the immediate supervisor, and authorized representatives.

Education and Experience Requirements:

• Bachelor’s degree in Psychology/Management or related course
• Master’s degree in Psychology or Business is an advantage
• Basic knowledge in labor laws
• At least three (3) years of relevant experience
• Experience or knowledge on several work process improvement, organizational design, people analytics, and data mapping