HR Admin Associate

I. PURPOSE
The Administrative Assistant provides support to the Heads, Managers, and employees, assisting in daily office needs and managing the group’s general administrative activities to help the group focus on the technical assignments and its operational and strategic objectives. His/her duties include organizing and storing files for the group for easy document retrieval; engaging in event planning; arranging meetings and notes taking; preparing reports or documents for presentations, bids, projects, and other initiatives. This role will work with Governance to implement any Governance-related initiatives (e.g., One Initiatives adoption).

II. DUTIES AND RESPONSIBILITIES
• Assists the BSG Head and Managers in governing documentation standards and processes. Regularly 
checking whether One Initiatives templates are used and complied with in the Documentation Management System.
• Files both hard copy and electronic documents and maintain project records.
• Organizes the group’s shared folders and ensures that these are properly referenced for easy retrieval.
• Assists in consolidation and preparation of bidding and accreditation requirements. 

• Maintains Support and Maintenance agreements and records
          o Monitors renewal schedules 
          o Flags/reminds the Pre-sales team of any expiring or lapsed maintenance agreements
          o Keeps records of miscellaneous information related to the sale of company products and solutions

• Maintains certifications of team members
          o Monitors certification expiration schedules 
          o Flags/reminds the Pre-sales team of any expiring or lapsed maintenance agreements

• Assists in coordinating with other offices for the following:
    o Travel requests
    o Training requests
    o Canvassing of local materials and other items 
    o Purchase Requests
    o Service vehicle requests
    o Payment requests
    o Reimbursements

• Monitors appraisals and regularization schedules, as well as onboarding/offboarding requirements.
• Coordinates and monitors shipping schedules, delivery, and pull-out of equipment.
• Reminds the team and ensures timely filing of attendance, on-call, shifting and non-shifting schedules.
• Coordinates requirements such as venue, facilities, meals for business and group meetings.
• Takes minutes of meeting during group meetings and its proper dissemination.
• Works with HR for engagement requirements and other HR-related activities.
• Performs other admin support tasks as deemed appropriate for the position.

III. QUALIFICATIONS 
A. Minimum Education 
• Graduate of any four- or five-year collegiate course 

B. Competencies 
• Highly competitive self-starter who is organized, disciplined and goal-oriented
• Excellent time management skills and able to prioritize work
• Can work under pressure with minimal supervision
• Proficiency in MS Office (i.e., Excel, Word, and PowerPoint)
• Good oral communication skills
• Proficient in report writing
• Fast learner

IV. WORKING CONDITIONS 
• Monday to Friday, 8:30 AM to 6:00 PM
• Amenable to render overtime (if necessary)