Feeding Hong Kong is looking for an HR & Administration Manager.
Job purpose
- To drive and support the HR strategy and operational functions of Feeding Hong Kong (FHK), ensuring smooth and compliant HR processes.
- To partner closely with the CEO, the Senior Management Team and other key stakeholders to align HR activities with organizational goals and foster a positive, mission-driven workplace culture.
- To manage and guide an Administrative and System Officer to ensure efficient operational support to the whole team through supporting all manner of administrative tasks and requests related to general queries, processes, systems, policies and general HR administration, escalating enquiries to the CEO where necessary.
Key responsibilities
Recruitment, Onboarding and Offboarding
- Manage end-to-end recruitment processes, including manpower planning to meet organisational capacity and capability needs.
- Liaise with candidates, support in shortlisting, interview scheduling and logistics.
- Supervise the Administrative & System Officer to arrange all elements of the induction process for new starters, from documentation, account access, technology and equipment.
- Conduct HR orientation and onboarding for all new starters.
- Manage the offboarding process for leavers, ensuring exit interviews are completed, access is managed and equipment is returned. Ensure a smooth transition and compliance with organisational policies.
Compensation and Benefits Administration
- Manage the organisation's compensation structure, e.g. conducting market research to benchmark salaries, ensuring competitiveness and analysing internal equity and making recommendations for adjustments.
- Oversee the annual salary review and merit increase process.
- Administer the organisation's comprehensive benefits programmes, including health insurance, retirement plan, etc.
- Supervise the Administrative & System Officer to maintain and update the Human Resources records tracking the employee data, time-off, benefits enrollment and other HR-related information.
Payroll and Salaries Tax Administration
- Ensure accurate and timely processing of payroll updates including new hires, terminations, MPF contributions and changes to pay rates.
- Monitor the process of generating accurate payslips and tax filing requirements for employees.
Training and Development
- Identify skill gaps and training needs aligned with organisational goals by assessing employee performance together with the Team Heads.
- Ensure all the training and development platforms are up to date.
- Maintain an up-to-date training record for the FHK team.
- Coordinate the annual appraisal, 1-to-1 process and documentation.
Performance Management
- Lead and facilitate the annual performance appraisal process, including providing guidance on performance improvement plans as needed.
- Develop and execute a fair and transparent performance bonus programme with clearly defined benchmarks and criteria for earning bonuses, a formal review process to assess employee eligibility and timely disbursement of performance-based compensation.
- Ensure the Administrative and System Officer properly document the performance review records.
Employee Engagement & Relations
- Design and facilitate team building activities and events, like group outings and social events, aligned with organisational culture, to foster camaraderie, improve communication and boost morale.
- Serve as a neutral party to assist with disciplinary or grievance investigations.
- Facilitate open communication and feedback channels, encouraging employees to voice concerns or suggestions.
HR Policies and Budget
- Develop and maintain comprehensive HR policies and procedures that align with the organisation's values and comply with relevant labour laws and regulations.
- Communicate HR policies clearly to all employees and ensure consistent application across the organization.
- Manage the HR department's annual budget, including forecasting expenses, tracking expenses and identifying opportunities for cost savings.
Internship Programme
- Design and oversee the development and implementation of the organisation's internship programme, including the recruitment, onboarding and management of interns.
Office administration and procedures
- Oversee the procurement process for office equipment, supplies, and other necessary resources, ensuring cost-effectiveness and alignment with organisational policies.
- Assist with budgeting for office administration and office-related expenses, providing input and tracking expenditures.
- Serve as the primary point of contact and liaison with insurance providers and other external service providers related to HR & office matters and address any issues.
- Complete necessary paperwork and work with Finance to track any relevant invoices.
- Assist with other admin and support tasks as requested.
Accountabilities
- Report to the Chief Executive Officer.
- Be accountable for the Admin & System Officer.
- Work with volunteers and interns when needed.
Experience, skills and knowledge
General
- Fluent written and spoken Chinese (Cantonese) and English.
- Communicate effectively in a range of forms and demonstrate excellent presentation skills.
- Good numerical and critical thinking skills.
- A minimum of 10 years of relevant work experience.
- To be committed to the mission of FHK to reduce food waste, feed charities and drive change.
- Ambitious with a desire to learn and develop a career in HR.
Experience of:
- Human resources management practices and procedures.
- Office management responsibilities, systems and procedures.
Able to:
- Establish strong working relationships with Feeding Hong Kong stakeholders.
- Work independently and with diverse groups of people.
- Approachable, empathetic and adept at building trusting relationships across all levels of the organisation.
- Uphold the highest standards of confidentiality, fairness and professionalism in all aspects of the role.
- Drive, influence and negotiate to achieve the desired outcome.
- Display high level of initiative, problem solving and decision-making.
- Juggle multiple priorities and to deliver under pressure.
- Communicate effectively in a range of forms and demonstrate excellent presentation skills.
- Motivate, manage and organise individuals and groups.
- Work accurately, paying close attention to detail.
- Work with and maintain the confidentiality of sensitive information.
Knowledge of:
- Strong computer skills e.g. Microsoft Office.
- Hong Kong Labour laws, HR best practices and industry trends.
- Accounting, data and administrative management practices and procedures.
- Clerical practices and procedures.
- Business and management principles.
