HR Officer - Data Management and Data Analyst

Joy~Nostalg Group; Pasig; On-site; PHP 391,000 - 670,000; Full time

Job summary

Joy~Nostalg Group in the Philippines (Metro Manila, Pasig) is seeking an Organization Management Officer (HRIS/Data Management) to maintain accurate employee records, HRIS data, and HR reports, enabling effective people management and smooth operations.

The role emphasizes data integrity, timely processing, confidentiality, and collaboration with the People Culture Unit to support HR data governance, records management, and system enhancements.

Job description

Job Summary

The Organization Management Officer (HRIS/Data Management) manages and maintains accurate employee records, HRIS data, employee movements, timekeeping information, and HR reports to enable effective people management and organizational operations. The role ensures data integrity, timely information processing, and reliable HR reporting while providing system and records management support to the People Culture Unit.

Duties and Responsibilities

HRIS and Employee Data Management

• Maintain accurate and up-to-date employee information in the Human Resources Information System (HRIS) and authorized employee databases.
• Update employee records based on approved personnel movements, including regularization, transfers, changes in employment status, and other organizational changes.
• Validate HRIS data and employee information for completeness, accuracy, and consistency.
• Monitor employee data entries and identify discrepancies, incomplete information, or duplicate records.
• Coordinate with concerned People Culture Unit members to resolve employee data discrepancies and required updates.
• Maintain the integrity and confidentiality of employee information stored in HRIS and other authorized databases.
• Support the implementation, enhancement, and maintenance of HRIS processes and functionalities.

Employee Records and 201 File Management

• Maintain and organize employee 201 files and other authorized personnel records.
• Monitor employee records to ensure required documents are properly filed, updated, and accessible to authorized personnel.
• Maintain an inventory and tracking system for active and separated employee records.
• Process and organize employee files for regular filing, storage, retrieval, and archival.
• Conduct periodic employee file clean‑up and identify missing, outdated, or incomplete records.
• Coordinate the proper handling, storage, retention, and turnover of employee records in accordance with established procedures.
• Maintain appropriate documentation and tracking of employee movements and records‑related transactions.

HR Reports and Data Management

• Generate accurate HR reports and employee data extracts from the HRIS and other authorized sources.
• Prepare recurring and ad hoc HR reports required by the People Culture Unit and management.
• Consolidate and validate HR data before submission or presentation to concerned stakeholders.
• Analyze employee data and statistics to support HR reporting and management requirements.
• Maintain HR data trackers, databases, and reporting files to ensure reliable and accessible information.
• Identify data trends, inconsistencies, and gaps and recommend appropriate corrective actions.
• Maintain appropriate documentation and version control of HR reports and data files.

Employee Movement and Documentation

• Track employee movements and personnel changes, including regularization, transfers, promotions, changes in employment status, and separation.
• Update HRIS records and employee databases based on approved employee movement documents.
• Maintain appropriate documentation and tracking of employee movement transactions.
• Coordinate with relevant People Culture Unit teams to ensure timely and accurate processing of employee changes.
• Monitor pending employee records and movement transactions and follow up on incomplete documentation.

HRIS System Administration and Coordination

• Monitor the functionality and usability of the HRIS in relation to employee data management and reporting requirements.
• Coordinate with the Digital Development Unit and/or third‑party HRIS providers regarding system issues, enhancements, data requirements, and technical concerns.
• Document HRIS issues, system requirements, and resolutions for proper tracking and reference.
• Participate in HRIS testing, implementation, system updates, and process improvements, as assigned.
• Identify opportunities to improve HRIS processes, data accuracy, reporting efficiency, and user experience.
• Maintain an updated understanding of the HRIS capabilities, limitations, and applicable system processes.

HR Support and Coordination

• Provide HR data, reports, and documentation to authorized People Culture Unit members based on established requirements.
• Enable other HR team members in preparing reports, employee information, and documentation required for HR activities.
• Coordinate with internal stakeholders to obtain and validate information necessary for HR reporting and records management.
• Provide data management and administrative support for People Culture Unit projects and initiatives, as assigned.
• Maintain confidentiality and appropriate access controls when handling employee information and HR records.

Data Privacy, Compliance, and Quality Assurance

• Ensure employee records and HRIS data are handled in accordance with company policies, established HR procedures, and applicable data privacy requirements.
• Apply appropriate access, handling, and disclosure practices when processing employee information.
• Review HR records and reports for accuracy and completeness before release or submission.
• Maintain proper documentation, audit trails, and version control for HR data and reports.
• Report data inconsistencies, unauthorized access concerns, or records‑related issues to the appropriate superior.
• Enable internal reviews, audits, and data validation activities involving employee records and HR information.

Other Responsibilities

• Perform other duties and responsibilities assigned by your immediate superior to support the People Culture Unit and organizational objectives.