Administration & Human Resource Manager (Ad-Hrm)

DEPARTMENT: Administration & Human Resourse Department.

JOB RELATIONSHIPS: The AD-HRM reports to Chief Financial Officer, works with General Deriector and Board of Directors, Managers and staffs for the company operation.

FUNCTION: Resposibilities for (1) Administrative and, (2) Human Resources issues.

DUTIES AND RESPONSIBILITIES:
(1) ADMINISTRATION
Information system
- Ensure that information system run smoothly
Visitor management
- Set up procedures and policies for visitors.
- Organize to ensure that all procedures are conducted.
Records system
- Maintain the general filing system and file all correspondence.
Meetings
- Making plan and preparation of meetings, conferences and conference telephone calls. Make preparations for meetings.
Office instruments
- Maintain an adequate inventory of office supplies and stationary. Monitor the use of supplies and stationary and equipment.
- Coordinate the repair and maintenance of office equipment. Maintain computer and internet system.
- Primary liaison with the landlord and other service providers (internet, photocopy, phone, insurance, taxi card etc.).
Budget Procedures
- Prepare and submit proposed budget for office expense, scheduling expenditures; monitoring office expense and analyzing variances.
Office Equipment and Supplies
- Oversee daily and weekly maintenance of office machines.
- Assure follow through on maintenance contracts, inventory and order office materials.
Personnel Records
- Keep records of employees’ sick days, overtime, vacation days, etc… in accordance with company policies.
- Create a file for each individual employee which should include any information relating to that employee from the first day of employment.
Communication
- Sort and distribute mail and fax daily.
- Assure requested announcements and information to be communicated to all staff is followed through.
Assists Directors/ Senior Managers with some or all of the following
- Program and communication activities including but not limited to meeting set-up and volunteer follow-up.
- Works as a team member to maintain and keep the central files, database and storage documents.
Legal papers
- Apply, amend and manage the company licenses and other legal papers.
- Apply visas and work permits for expatriate employees and Global Officers.

(2) HUMAN RESOURCE
Recruitment and Selection
- Maintain up-to-date recruitment progress report and all related staffing communication.
- Managing orientation program for employee to the business and culture.
Training and Development
- Interface with training school for the implementation of corporate training or training programs to meet the business needs.
- Identify key skills, specialty skills and propose training needs accordingly.
- Managing, communicating and delivering important projects that impact other parts of the company activities.
Compensation and Benefits
- Occasionally, produce and submit information to for internal knowledge sharing.
- To be in charge of social insurance administration and to make all necessary co-ordination.
- Gather all necessary data to benchmark salaries and benefits. Compile all data needed for the annual salary review, and the annual performance appraisal analysis.
Employee Relations
- To detect and handle complaints and disputes of all staffs and to report them to General Director.
- To foster a conductive working environment through employee relations activities and communication.
- To conduct grievance interviews with all departments/staffs. To assist in handling all local labor tribunal cases.
Rules and Regulations
- To review the staffs rules and regulations on a regular basis. To create and implement the employee staff rules and regulations.
Budget and financial issues
- To assist F/D to register PIT code and produce the yearly tax returns for all staffs on a yearly basis.
- Produce and submit the Headcount report and personal latest estimation for personal cost and headcount to FD on a monthly basis.
Human resource information system
- Maintain smooth running of the Human Resources Information System.
- Monitor timely update of personnel records (personal details, position, salary, appraisal outcomes, leave records, training and awards,…).

(3) OTHERS DUTIES AND RESPONSIBILITIES: upon CFO’s or General Director’s request (if any)

- Relevant experience of working : 7-10 years or more;

- Experience of team management as HR Manager : more than 3 subordinates;

- Experience in advertising agency

- Prefer working in Japan service company or experience in Japan headhunting service

- In accordance to company policy

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