Specialist - Paralegal 2 for Labor Relations and Compliance

Job Mission/Purpose

The Labor Compliance Specialist 2 is responsible for providing legal and administrative support to the Team by managing and maintaining its day-to-day documentation, paperwork, and records in accordance with the company's procedures, guidelines, policies, and best practices, with the objective of sustaining the optimal functioning of the Team and the optimum use of the company's legal resources.

Contacts/Network Requirement

Responsibilities

Documentation and Records Management
Manages all documented information produced in the day-to-day transactions of the Team, from the time of creation or inscription to its eventual disposition, to ensure that all documentation procedures are compliant with the Aboitiz Group's Quality Management System (QMS) filing and records-keeping policies

QMS Documentation
Documents, monitors, and updates the Team's QMS procedures, guidelines, and forms

Team Initiatives Execution
Supports the Team to ensure the execution of team initiatives as
may be assigned by the Team Leader or the Immediate Supervisor
in order to achieve a high rating in the Team's Scorecard

Expat Documentation Management

• Coordinates with the BU and external counsel on the applicable work permit and visa application
• Reviews documentary requirements prior to the transmittal to external counsel
• Prepares cost comparison of external counsel fees
• Maintains and updates documentary requirements checklist
• Monitors filing of work permit and visa

Labor Journal/E-Learning

• Preparation of infographics, announcements, and reminders through Canva, Google Suite or Microsoft Office.
• Designs and uploads relevant materials (i.e. recorded sessions of webinars, HR Labor Forum Materials, Labor-related templates)
• Maintenance of labor journal members’ database.
• Creates e-learning based on the materials sent by AEV-LMS Labor Lawyer POC.
• Provides list of target HR TLs and TMs for launching of e-learning.
• Dissemination of e-learning to select TLs/TMs via Labor Journal and Workplace.
• Gathers feedback from TLs and TMs.

Subcontractors’ Compliance with DO174

• Provides guidance to BU POCs in filling up the Labor Laws
• Compliance Checklist.
• Meets with BU POC for clarification on DO174 requirements.
• Maintains a database on the status of subcontractors’ compliance
• with DO 174 and other relevant laws.
• Assists AEV-LMS Labor Lawyer POC in report preparation

Administrative Support

• Handles office tasks, such as filing, generating reports and presentations, and setting up for meetings;
• Provides real-time scheduling support by booking appointments and preventing conflicts;
• Making travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations;
• Using prescribed software, subscriptions, and database to
• generate reports, transcribe minutes from meetings, and create presentations;
• Coordinates with government agencies and other organizations (e.g. external counsels) for legal knowledge, new laws, updates, best practice sharing and benchmarking;
• Conducts legal research as may be required by the Team Leader and/or Immediate Supervisor;
• Anticipates the needs of the Team in order to ensure their seamless and positive working experience

Additional Responsibilities

Compliance Officer for Privacy

1.    Serve as the contact person and monitor the Labor Relations and Compliance Team – AEV Legal’s compliance with the Data Privacy Act.

2.    Report to the Aboitiz Equity Ventures Inc.’s DPO the status of the [Team/CSU] compliance with the Data Privacy Act as may be needed by internal and external requirements, but not less than once a year.

3.    Recommend the development, review and/or revision of Aboitiz Equity Ventures Inc.’s policies, guidelines and standards relating to privacy and data protection that is applicable to the Labor Relations and Compliance Team – AEV Legal.

4.    Ensure that the Labor Relations and Compliance Team – AEV Legal has a documented process that provides for procedures on how the data subjects can exercise their rights, as applicable.

5.    Ensure that a privacy impact assessment for personal data processing is conducted and reviewed in all existing and future data processing activity the Labor Relations and Compliance Team – AEV Legal will undertake.

6.    Ensure that all security incidents and personal data breaches in the Labor Relations and Compliance Team – AEV Legal are documented and reported to AEV DPO.

7.    Inform and cultivate awareness on privacy and data protection within the Labor Relations and Compliance Team – AEV Legal.

Key Performance Metrics

Service Level Commitment/Deadlines

Audit Results

Customer Satisfaction Score

Accuracy of DSR entries

Competencies

Education

Work Experience

License / Certification and Training Requirement