JOB SUMMARY

The HR IT Assistant serves as the primary technical support and systems custodian for the Human Resources Department, bridging HR operations and information technology. This role is responsible for monitoring and backing up CCTV operations, managing and maintaining the Human Resource Information System (HRIS), ensuring the integrity and security of HR data, and acting as Person-in-Charge (PIC) for the creation, deletion, and maintenance of employee IDs, biometric records, and system credentials. The HR IT Assistant also provides direct technical and data support to HR Operations and Compensation & Benefits in day-to-day CRUD (Create, Read, Update, Delete) transactions and in the generation and analysis of HR reports.

KEY DUTIES AND RESPONSIBILITIES

CCTV Monitoring & Backup

• Monitor CCTV systems within company premises to support HR and Employee Relations investigations, incident verification, and security concerns.
• Perform regular backup of CCTV footage in accordance with company retention policy, ensuring footage is properly archived, labeled, and retrievable for audit, investigation, or disciplinary case requirements.
• Coordinate with the IT Department and/or third-party providers for CCTV system maintenance, troubleshooting, and repair to minimize downtime.
• Retrieve and provide CCTV footage/clips to HR Employee Relations, Security, or Management upon proper request and approval, maintaining a log of all footage requests and releases.
• Ensure CCTV monitoring and footage handling comply with the Data Privacy Act of 2012 and company confidentiality policies.

HRIS Management & Administration

• Serve as the primary administrator of the HRIS platform, managing user accounts, access levels, and system configuration for HR and end-users.
• Encode, update, and maintain employee records (201 file data, employment status, position, movement/transfer, compensation details) in the HRIS, ensuring accuracy and completeness.
• Troubleshoot day-to-day HRIS issues and system errors, escalating to the software provider or IT Department when necessary, and coordinating resolution.
• Support system enhancements, upgrades, and rollout of new HRIS modules or features, including user testing and basic end-user training.
• Maintain HRIS documentation, including user guides, process flows, and system access matrices.

Data Integrity & Security

• Maintain the accuracy, consistency, and completeness of HR data across all systems (HRIS, biometric system, payroll interface, and related databases).
• Conduct regular data audits and reconciliation between HRIS, biometric records, and other HR systems to identify and correct discrepancies.
• Implement and monitor data validation checks and controls to prevent duplicate, incomplete, or erroneous entries.
• Ensure proper access control, data backup, and confidentiality of employee records in compliance with the Data Privacy Act and company IT security policies.

Employee ID, Biometrics & System Credentials (PIC)

• Act as Person-in-Charge (PIC) for the end-to-end process of employee ID issuance, including creation, encoding, printing, and release of company IDs for new hires, and replacement/deactivation for separated or lost/damaged IDs.
• Enroll, update, and maintain employee biometric records (fingerprint/facial recognition) in the biometric/timekeeping system, ensuring accurate attendance capture.
• Create, modify, and deactivate system credentials (HRIS accounts, biometric access, and other HR-related system logins) for employees based on onboarding, movement, or offboarding/separation instructions.
• Coordinate with IT and Security on access card/door access provisioning and deactivation in line with employee lifecycle events (hiring, transfer, resignation, termination).
• Maintain an updated master list/tracker of issued IDs, biometric enrollments, and active system credentials across the organization.

Support to HR Operations & Compensation and Benefits (CRUD)

• Perform Create, Read, Update, and Delete (CRUD) transactions in HR and C&B systems for employee records, benefits enrollment, and related data, based on approved HR requests.
• Assist HR Operations and Compensation & Benefits teams in processing employee data changes (e.g., salary adjustments, benefits enrollment/changes, status updates) accurately and within required timelines.
• Coordinate with Payroll and C&B teams to ensure system data (attendance, leave credits, deductions, benefits) is complete and consistent prior to payroll processing.

Reports Generation & Analysis

• Generate accurate and timely HR reports (headcount, attendance, turnover, biometric/attendance exceptions, ID/credential status, and other HR metrics) from the HRIS and related systems.
• Consolidate and analyze HR data to support HR Operations, C&B, and management in identifying trends, discrepancies, and areas for improvement.
• Prepare dashboards and summary reports using Excel/Google Sheets and other reporting tools to support HR decision-making and management presentations.
• Ensure reports are properly validated against source systems before submission to HR leadership or other departments.

MINIMUM QUALIFICATIONS

Education

• Bachelor's Degree in Information Technology, Computer Science, Information Systems, or a related field.
• Candidates with a Human Resources-related degree combined with strong IT/systems aptitude and experience may also be considered.

Experience

• At least 1-3 years of relevant experience in HRIS administration, IT support, systems/database management, or a related HR-IT support function.
• Prior experience handling CCTV systems, biometric/timekeeping systems, or ID/access credential management is a strong advantage.
• Experience working within an HR department or providing direct IT support to HR functions is preferred.

Knowledge Requirements

• Working knowledge of HRIS platforms, biometric/timekeeping systems, and CCTV/DVR-NVR systems (setup, backup, and basic troubleshooting).
• Understanding of database structures, data validation, and basic system administration principles.
• Familiarity with the Data Privacy Act of 2012 and its application to employee data, CCTV footage, and biometric records.
• Basic understanding of HR processes (201 file management, employee lifecycle, compensation and benefits administration) to effectively support HR Operations and C&B.

Technical Skills

• Proficiency in HRIS and biometric system administration (user account creation, data encoding, report extraction, troubleshooting).
• Hands-on experience with CCTV monitoring/backup systems and basic network/hardware troubleshooting.
• Advanced proficiency in Microsoft Excel/Google Sheets for data reconciliation, reporting, and analysis.
• Working knowledge of AI-prompting/generative AI tools for streamlining report generation and documentation is an advantage.
• Basic SQL or database query skills are a plus for data extraction and validation.

Other Competencies Required

• High level of accuracy and attention to detail, particularly in data encoding, system credential management, and reporting.
• Strong sense of confidentiality and integrity, given direct access to sensitive employee data, CCTV footage, and system credentials.
• Good analytical and problem-solving skills, with the ability to troubleshoot basic system and data issues independently.
• Strong coordination and communication skills to effectively liaise between HR, IT, and other departments.
• Well-organized and able to manage multiple recurring tasks (backups, reports, credential requests) accurately and on schedule.

WORKING CONDITIONS

• Primarily office-based, with regular access to HR systems, CCTV monitoring stations, and biometric/ID equipment.
• May require occasional site visits to branches for biometric enrollment, ID issuance, or CCTV/system support.
• May require flexibility in schedule to perform system backups, respond to urgent credential/access requests, or support after-hours system maintenance.
• Involves handling of confidential and sensitive employee data, CCTV footage, and system access credentials; must strictly observe data privacy and confidentiality protocols.

Benefits:

• Company Christmas gift
• Company events
• Free parking
• Health insurance
• On-site parking
• Opportunities for promotion
• Paid training
• Pay raise
• Promotion to permanent employee
• Staff meals provided

Work Location: In person