Title: Human Resources and Admin Coordinator, SPRING – Philippines

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, renewable annually based on performance and program needs.

SUMMARY OF THE 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 supports 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. 

SPRING contributes 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 Philippine Government 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 THE 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.

Essential Skills:

• 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 escalate 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.

• Demonstrated commitment to and understanding of GEDSI principles, with knowledge or experience in promoting gender equality, disability, and social inclusion especially within adaptive programs like SPRING. This includes a clear understanding of and practical experience in safeguarding, particularly in the context of child protection (CP) and Sexual Exploitation, Abuse, and Harassment (SEAH), with the ability to integrate safeguarding measures into program implementation.

• Compliance to DFAT policies on fraud control, financing terrorism, child protection and other social safeguards.

• Strong communication skills, including proficiency in written and oral English and Filipino.

APPLICATION PROCESS

This is a rolling recruitment. Applications will be reviewed and vetted sequentially as they are received. We encourage interested individuals to apply as early as possible.

For your application to be considered, please upload or submit your documents using the following file naming format: Candidate Last Name, First Name, date, Title of the Position.

Please send your cover letter addressing the position selection criteria and CV with the name and contact details of three professional referees to hr@springphilippines.org, mentioning the position you are applying for in the subject line: “SPRING Human Resources and Admin Coordinator”.

Women, persons with a disability and Indigenous Peoples are highly encouraged to apply.

Cowater International is an equal opportunity employer, basing employment on merit and qualifications as they relate to professional experience and position expectations. Cowater does not discriminate against any employee or applicant on the basis of race, religion, sex, gender identity, disability, age, or any other basis protected by law. Persons with disabilities may send a request for reasonable accommodation to participate in the recruitment process to hr@springphilippines.org.

Cowater International adheres to the highest standards of protection of children and vulnerable adults in the delivery of programs and services. Cowater is committed to the prevention of sexual abuse, exploitation and harassment, abuse of authority, and discrimination.

Cowater International upholds standards of ethical conduct and has zero tolerance against fraud and bribery.

Prior to any offer of employment, applicants will be subject to appropriate background checks.

We thank all applicants; however, only those shortlisted will be contacted.

About Us

Founded in 1985, Cowater International is a leading global development consulting company. Headquartered in Ottawa and with corporate hubs in Auckland, Berlin, Brussels, Helsinki, London, Madrid, Manila, Nairobi, Singapore and Stockholm, Cowater International has successfully delivered a portfolio of over 2500 projects and assignments in more than 95 countries. We work with governments, private sector actors and communities implementing projects that support socio-economic development, institutional strengthening, environmental improvements and advance equal opportunities for all. We are a diverse and experienced team committed to building a better tomorrow for the people we serve. Our adaptive approach to management has led to our yearly award-winning work and recognition as one of Canada’s Best Managed Companies since 2017.

We thank you for your interest in building a better tomorrow with Cowater International.