Human Resource Assistant

Position Title : Human Resource Assistant
Department : Human Resource Department
Reports to : Human Resource Officer
Supervises : None

About Us:
Southeast Asia Shipping Corporation is a Philippine company duly registered with the Securities and Exchange Commission (SEC) since 1982 and licensed to operate as a crewing/manning agent by the Department of Migrant Workers (DMW).

We serve as a career management company for Filipino seafarers, dedicated to building a team of highly qualified crew members onboard. Our commitment is to provide efficient and effective service to our principals.

Duties and Responsibilities:

A. RECRUITMENT - INTERNAL STAFFING
1. Receives Personnel Requisition Forms (PRF) and assists Department Heads in screening and hiring of applicants based on the information furnished on the PRF.
2. Screens qualified applicants available from the data bank.
3. Maintains manpower pooling through advertisement, job postings, attending schools and municipality job fairs, getting lists of graduates from different schools.
4. Prepares lay-out of advertisement to be posted on newspapers, bulletin board and other possible sites.
5. Receives and checks resumes and other documents pertinent to job applications and issues application forms to job applicants.
6. Assists in the preliminary interview of job applicants.
7. Schedules, administers, and scores Psychological Test to job applicants.
8. Assists in interpreting and evaluating Psychology Test to job applicants.
9. Conducts a reference check on applicants (staff position) prior to hiring and makes sure a documented reference is accomplished and filed.
10. Contacts selected candidate for medical referral and endorses to accredited medical clinics for medical examination upon approval of the applicant.
11. Follow-up medical results of the applicant, if fit to work shall advise the selected candidate to submit necessary requirements for employment.
12. Prepares contract of employment, bank referral, company ID, POEA reportorial, SSS, Philhealth, BIR and HDMF relative to the hiring of employee.
13. Reports and enrolls newly hired employee to SSS, POEA, Philhealth, HDMF and BIR.
14. Prepares 201 files of newly hired employee and updates master list of employees.

B. RECRUITMENT – SEAFARER’S FOR OVERSEAS PLACEMENT
1. Administers and scores Psychology Test for new ratings, fishermen, cadet trainees and new crew. New crews are classified as ex-crew who have been separated from SASCORP for two (2) years.
2. Assists the immediate superior in the interview of new ratings, fishermen, cadet trainee and new crew.
3. Assists in interpreting and evaluating Psychology Test of new ratings, fishermen, cadet trainees and new crew.

C. TRAINING – FOR INTERNAL STAFFING
1. Distributes Training Needs Questionnaires (TNQ) and Career Development Forms to Department Heads.
2. Assists immediate superior in the research and preparation of In-House Training modules to be conducted by HRD.

D. TRAINING FOR CADET TRAINEES AND SEAFARERS
1. Assists in the preparation of the In-House Briefing and Orientation (IHBO) module for seafarers.
2. Assists in the preparation and development of modules for In-House Training of Cadets trainees. E.g. Basic Computer Skills, Personality Development, GMRC, Types of Vessels and Crew Compliment and other applicable trainings.

E. HR PLANNING
1. Assists in the development of the department’s annual activities.
2. Assists immediate superior with the preparation of the HR calendar of activities.
3. Assists in the research and preparation of powerpoint presentation for Planning Conference.

F. EMPLOYEE RELATIONS
1. Assists in the preparation/update of manual relative to company policies and procedures.
2. Monitors employees in the adherence of company policies and procedures.
3. Prepares and routes disciplinary action thru the Department Heads in accordance to schedule of offenses / violations.
4. Files disciplinary action forms in the employees 201 file.
5. Prepares organizational chart upon instruction of immediate supervisor.
6. Prepares assessment forms and summary of attendance of both contractual and probationary employees for evaluation purposes.
7. Prepares performance appraisal forms with attendance summary for regular employees.
8. Issues clearance forms and endorses resigned, end of contract or terminated employees to immediate superior for exit interview.
9. Routes clearance form for signature with the different department heads.
10. Prepares certification of employment and notice of personnel status.
11. Endorses inquiries to Immediate Superior regarding character check of former employees that requires confidential information.
12. Assists employees in their salary loan, claims and benefits from SSS, HDMF, and/or Philhealth.
13. Initiates preparation of report of separated employees and posting of advertisement for POEA purposes, if necessary.
14. Conducts research on important issues, activities, advisories and other important concerns as instructed by his/her superior.
15. Updates regularly bulletin board to include newsletters, announcements, company activities, birthdays, etc.

G. RECORD KEEPING AND OTHER FUNCTIONS
1. Acts as custodian and updates pertinent records and documents of HR and ensures they are listed under Masterlist of Quality records.
2. Updates and records leave credits (vacation, sick, maternity and paternity).
3. Prepares summary of unused sick leaves (SL) at the end of the year for payment purposes.
4. Issues and receives OB, VL, SL forms to be submitted to payroll officer together with timecards on or before the cut-off date.
5. Prepares monthly summary of Tardiness and Absences (TARAB) report.
6. Prepares Daily Time Record as per schedule for approval of the Department Head.
7. Responsible for the implementation of ISO xxxxxxx standards within the department.
8. Performs other functions as may be assigned to him/her from time to time.