Employee Relations Specialist (Employee Discipline)

About the company:

Ninja Van is a tech-enabled logistics company on a mission to provide hassle-free delivery services for businesses of all sizes across Southeast Asia. Launched in 2014, we started operations in Singapore and have become the region's largest and fastest growing last-mile logistics company, partnering with over 35,000 merchants and delivering more than 1,000 parcels every minute across six countries. In January 2018, we raised one of the largest Series C rounds ever in Southeast Asia and are well-positioned for our next phase of rapid growth.

About the unit:

The Human Resources Unit manages the entire life cycle of each employee - from attraction, recruitment, oboarding, development, retention and separation. The unit focuses on strategizing initiatives and solutions that build a close-knit culture, encourages professional and leadership growth and drive high performance among employees. It also ensures that the company is compliant to work and compensation standards set by relevant government agencies such as the Department of Labor.

Job Overview

The Employee Relations (ER) Specialist shall work closely to the assigned unit/s of the company. He/she shall be responsible for the welfare of the employees by resolving their issues, designing new policies and procedures, helping to build morale. Other functions include investigation of the employee's complaints and issues, resolving the concerns of the employees that may affect their performance at the workplace, providing professional counseling, developing action plans to motivate and build morale of the employees, thereby strengthening the employee and employer working relationship to help in the growth of the organization.

Preparation and Issuance of disciplinary notices- ER specs (for grave cases)

Coaching - assigned unit, HRBP regular/weekly alignments

This role shall be permanently assigned in the Makati Head Office reporting directly to the Employee Relations Manager. The ER Specialist shall work hand in hand with the assigned HR Business Partners, Regional HR Supervisors, and Area HROs to perform and accomplish employee concerns.

Job Description

A. Employee Discipline

1. Gathers and validates data regarding incident reports for disciplinary action.
2. Drafts appropriate Notice to Explain for issuance to erring employees.
3. Conducts administrative hearings as may be required.
4. Drafts appropriate Notice of Decision, taking into consideration all documents and evidence gathered.
5. Maintains employee discipline database - Regular encoding of cases in the ER Case App Tracker
6. Builds and maintains effective relationships with key stakeholders by proactively and regularly attending alignment meetings, operations meetings, and other venues for consultations to ensure that all case updates are well cascaded and that all related concerns and issues are answered or addressed.

B. Records Update

1. Encode all received IR in the ED Tracker App within one day of receipt of IR.
2. Encode status updates within one day from case activity.

C. Communication

1. Conducts regular alignments with HRBPs and Line Partners to address operational issues / concerns.

D. Policy and Process Improvement

1. Conduct regular studies of cases handled, taking into consideration the circumstances and reasons stated by erring employees during administrative investigations.
2. Drives quality improvements by identifying policy and/or process gaps based on results of studies and gathered data and coming up with recommendations to address the identified soft spots in the processes
3. Communicates regularly with the HRBP in order to push for process enhancements to augment

Minimum Qualifications:

• At least 3 years experience working in an Employee Relations role or equivalent
• Knowledge of local labor regulations
• Proven experience in an Employee Relations role
• Interpersonal skills
• Process-driven; Organized
• Good judgement