Human Resources and Admin Coordinator

Cowater International Philippines Inc.; Makati; On-site; PHP 558,000 - 837,000; Full time

Job summary

Cowater International Philippines Inc. in Manila, Philippines, is seeking a Human Resources and Admin Coordinator to support SPRING program activities.

Reporting to Senior HR and Admin Coordinator, you will handle recruitment logistics, onboarding, records, payroll inputs, benefits administration, and HR compliance, while ensuring confidentiality. The role focuses on HR administration and office operations, with a one-year duration and potential renewal.

Qualifications

• A bachelor’s degree in human resources management, business administration, psychology, organisational development or another relevant field.
• Working knowledge of basic HR administration processes including recruitment administration, onboarding, payroll inputs, leave administration and filing requirements.
• Familiarity with Philippine labour regulations and standard HR compliance documentation would be advantageous.

Responsibilities

• Provide administrative support for recruitment processes, including posting ads, responding to queries, tracking applications and coordinating interviews.
• Support onboarding, induction and personnel records management with accurate documentation.
• Maintain confidential HR files, payroll inputs, leave records and compliance documentation.
• Prepare routine HR data and reports, recruitment status and training completion metrics.
• Coordinate staff learning, safeguarding compliance and HR-related office logistics.

Skills

Organisational skills

Communication skills

Confidentiality

MS Office proficiency

Teamwork

GEDSI awareness

Education

Bachelor’s degree in HR management / related field

Tools

MS Office

SharePoint

Excel

Job description

KEY INFORMATION

Job Title: Human Resources and Admin Coordinator

Reports to: Senior Human Resources and Admin Coordinator

Direct Reports: None

Location: Manila, Philippines

Duration:One year, with possibility of multiyear renewal.

SUMMARY OF PROJECT

The DFAT (Department of Foreign Affairs and Trade) Social Protection, Inclusion and Gender equality (SPRING) program is Australia’s flagship investment of support to the Philippine Government on Social Protection, Gender Equality, Disability, Social Inclusion and Indigenous Inclusion. It is an AUD 40 million investment over 5 years that will support the joint Development Partnership Plan (DPP 2024-2029) between the Government of Australia and the Philippine Government.The investment will be the DFAT’s primary avenue in the Philippines for supporting poverty reduction and bilateral funding on gender equality and social inclusion at the national level and with some select Local Government Units (LGUs). SPRING will support efforts under Australia’s new International Development Policy and DFAT’s forthcoming new strategies on gender equality, disability equity and rights, and translate these into implementation in the Philippines.

The intended goal of SPRING is to contribute to the goal that the social and economic transformation in the Philippines reduces poverty and provides equal opportunities to all Filipinos in line with the Philippines Development Plan.

The objective of SPRING is that Australia works in partnership with the GPH to improve systems and structures that reduce poverty and inequality and advance gender equality and the rights of people with disabilities.

SPRING has four mutually reinforcing End of Program Outcomes (EOPOs):

• 1. Philippine Government social protection plans, policies and programs increasingly close gaps in the social protection floor.
• 2. The Department of Social Welfare and Development (DSWD) and select LGU systems increasingly deliver quality social protection that is inclusive, gender and shock responsive, and climate sensitive.
• 3. The Philippine Government increasingly invests in gender responsive policies, plans, programs and systems.
• 4. The Philippine Government improves data, systems and targeting to enable people with disability and Indigenous Peoples improved access to targeted services.

SUMMARY OF POSITION

Reporting to the Senior Human Resources and Admin Coordinator, the Human Resources and Admin Coordinator will provide practical day-to-day support for SPRING’s HR and administrative functions. The role is primarily focused on the administrative side of HR, including recruitment logistics, onboarding support, personnel records, timesheets, leave and attendance tracking, payroll and benefits inputs, HR compliance documentation, training coordination, and maintenance of HR trackers and filing systems. The position will also provide general administrative and logistical support to ensure HR processes and office operations are delivered accurately, confidentially and in accordance with SPRING Program, Cowater and DFAT policies and guidelines, while the Senior Human Resources and Admin Coordinator provides strategic oversight, guidance and quality assurance.

KEY RESPONSIBILITIES

HR administration functions

• Provide administrative support for recruitment processes, including preparing recruitment documentation, posting advertisements, responding to applicant queries, tracking applications, organising long-listing materials, scheduling interviews, preparing interview packs, coordinating reference checks, and maintaining recruitment files.
• Support contracting, onboarding and induction processes by preparing required documents, coordinating onboarding schedules, collecting personnel information, arranging briefings, and ensuring completion of onboarding checklists.
• Maintain accurate, complete and confidential personnel files and HR records, including employment records, onboarding documents, staff acknowledgements, training records, leave records and compliance documentation.
• Collect, check and consolidate payroll inputs, timesheets, leave records, attendance records, statutory benefits information and other HR documentation for review by the Senior Human Resources and Admin Coordinator and submission to the finance team.
• Provide first-level administrative support to staff on routine HR matters, including forms, leave records, timesheets, benefits documentation, onboarding requirements and training schedules, escalating substantive HR matters to the Senior Human Resources and Admin Coordinator.
• Support coordination of staff medical insurance and other benefits-related administration by maintaining records, liaising with staff and service providers, and tracking required documentation.
• Maintain HR trackers and prepare routine HR data and reports, including recruitment status, staffing records, leave balances, training completion, compliance acknowledgements and other HR metrics as required.
• Coordinate logistics for staff learning and development activities, including scheduling sessions, tracking attendance, circulating materials, filing completion records, and supporting mandatory training in safeguarding, child protection, PSEAH and other compliance areas.
• Maintain HR compliance registers and documentation under the guidance of the Senior Human Resources and Admin Coordinator, ensuring records are complete, current and audit-ready.
• Support the administration of the performance management cycle by preparing templates, tracking deadlines, following up on required submissions, filing completed documents, and maintaining performance management records.
• Maintain and update HR templates, forms, trackers, filing structures and standard operating procedure documents as directed.
• Ensure HR administration supports GEDSI, safeguarding, confidentiality and good governance requirements across recruitment, onboarding, records management and staff support processes.
• Perform other HR administration tasks as assigned by the Senior Human Resources and Admin Coordinator.

General administrative support functions

• Provide administrative and logistical support for HR-related meetings, recruitment activities, onboarding sessions, training events, staff briefings and internal workshops.
• Support coordination with sub-national offices on HR and administration documentation, staff records, training attendance, onboarding requirements and related administrative follow-up.
• Maintain HR and administration filing systems, both electronic and hardcopy, ensuring records are accurate, well organised, version-controlled and audit-ready.
• Support routine office administration tasks where required, including meeting logistics, travel and accommodation coordination, venue arrangements, office supplies, vendor follow-up and administrative documentation.
• Coordinate vehicle and driver bookings for HR-related activities, staff movements, meetings and workshops, as requested.
• Assist with asset, procurement and office supply records that relate to HR and office administration functions, in coordination with relevant operations and finance personnel.
• Support continuous improvement of administrative systems, filing processes, templates and trackers to strengthen efficient HR and office support services.

JOB REQUIREMENTS

Education:

• A bachelor’s degree in human resources management, business administration, psychology, organisational development or another relevant field.
• Working knowledge of basic HR administration processes, including recruitment administration, onboarding, personnel records, payroll inputs, leave administration, statutory benefits documentation and filing requirements.
• Familiarity with Philippine labour regulations and standard HR compliance documentation requirements would be an advantage.

Minimum Experience:

• At least 5 years’ experience in HR administration, human resources coordination, office administration or a similar support role.
• Demonstrated experience supporting recruitment, onboarding, personnel records, payroll inputs, benefits administration, leave tracking, training coordination and HR filing systems.
• Experience providing administrative support in donor-funded or international development programs would be an advantage.
• Experience working on DFAT-funded programs would be an advantage.

Key Abilities:

• Strong organisational skills and attention to detail, with the ability to maintain accurate records, trackers, files and administrative documentation.
• Sound judgement, discretion and ability to handle confidential and sensitive people-related information appropriately.
• Strong computer skills, including MS Office, Word, Excel, PowerPoint, Outlook and SharePoint, with the ability to manage spreadsheets, trackers and electronic filing systems.
• Good filing, documentation and record management skills, including electronic file management and hardcopy filing protocols.
• Ability to follow procedures, meet deadlines, manage competing administrative tasks and escalation issues appropriately.
• Strong interpersonal and communication skills, with the ability to liaise professionally with staff, applicants, service providers and internal teams.
• Demonstrated ability to work independently and in teams in a fast-paced environment.
• Understanding of and commitment to supporting GEDSI, safeguarding, child protection, PSEAH and good governance requirements through accurate and inclusive HR administration.
• Strong communication skills, including proficiency in written and oral English and Filipino.