Assistant Director of People & Culture

Job Description

• Oversees the day-to-day operations of the People & Culture department, ensuring that all activities are carried out efficiently, accurately, and in accordance with company policies and established procedures.
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• Coordinates the implementation of approved People & Culture plans, initiatives, and projects and monitors progress against agreed deadlines and objectives.
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• Ensures that People & Culture services are delivered consistently across departments and properties, where applicable, in line with company standards and operational requirements.
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• Identifies operational challenges, administrative gaps, and opportunities for process improvement and recommends appropriate corrective actions to the Director of People &Culture.
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• Supports the Director of People & Culture in preparing departmental objectives, operational plans, budgets, and periodic performance reports.
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• Coordinates recruitment activities with department heads and hiring managers to ensure that approved vacancies are filled within the required timeframe and according to established recruitment standards.
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• Reviews manpower requisitions, monitors vacancy status, and follows up on recruitment progress, highlighting critical positions and staffing shortages to the Director of People & Culture.
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• Ensures that recruitment documentation, candidate assessments, interview records, reference checks, and employment approvals are completed in accordance with company procedures.
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• Supports the effective utilization of internal talent by coordinating internal transfers, promotions, employee referrals, and internal vacancy announcements.
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• Monitors recruitment sources, hiring costs, time-to-fill, and recruitment outcomes and prepares reports to support continuous improvement in staffing efficiency.
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• Coaches hiring managers on recruitment procedures, interviewing techniques, candidate evaluation, and the importance of fair and consistent selection practices.
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• Ensures the effective coordination of pre-employment formalities, joining procedures, orientation programs, probationary reviews, and employee integration activities.
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• Monitors the completion and accuracy of employee documentation, employment contracts, personnel files, and required system records.
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• Coordinates employee transfers, promotions, changes in employment status, contract renewals, and separation procedures in accordance with approved policies.
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• Ensures that exit interviews are conducted where applicable, feedback is documented, and recurring concerns are reported to the Director of People & Culture for appropriate action.
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• Coordinates the timely completion of clearance procedures, final employment documentation, and other required formalities for departing employees.
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• Supports the maintenance of a positive working environment by promoting open communication, mutual respect, employee engagement, and professional workplace relationships.
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• Handles routine employee relations matters within the scope of delegated authority and escalates complex, sensitive, or high-risk cases to the Director of people & Culture.
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• Ensures that employee grievances, concerns, and complaints are documented, followed up, and addressed fairly, confidentially, and in accordance with company policies and applicable legislation.
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• Coordinates employee engagement initiatives, communication activities, recognition programs, and welfare events in collaboration with the relevant departments.
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• Follows up on Employee Engagement Survey action plans with department heads, monitors completion, and reports progress and outstanding actions.
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• Supports the consistent application of disciplinary procedures, ensures that relevant documentation is maintained, and coordinates disciplinary committee meetings when required and authorized.
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• Monitors employee turnover, absenteeism, grievances, and other employee relations indicators and highlights trends requiring management attention.
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• Coordinates the implementation of the annual training plan in cooperation with the Learning and Development team and departmental trainers.
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• Monitors mandatory training completion, departmental training records, orientation attendance, and compliance with established training requirements.
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• Supports the identification of employee development needs through performance appraisals, departmental feedback, and operational observations.
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• Coordinates leadership development, cross-training, career development, and internal mobility initiatives in line with approved talent management plans.
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• Ensures that training records, attendance sheets, evaluation forms, and supporting documents are maintained accurately and are available for audits when required.
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• Coordinates the annual performance appraisal process, communicates deadlines, monitors completion, and follows up with department heads on outstanding evaluations.
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• Supports the preparation and monitoring of individual development plans and follows up on agreed development actions with employees and their managers.
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• Maintains updated records of internal promotions, high-potential employees, and identified development opportunities to support succession planning activities.
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• Coordinates talent review meetings and prepares the relevant employee data, reports, and documentation for management discussion.
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• Ensures that performance management procedures are applied consistently and that employee assessment documentation is completed in accordance with company guidelines.
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• Coordinates the preparation and verification of employee information required for payroll processing, including attendance, overtime, leave, employee movements, and other authorized payroll inputs.
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• Works closely with the Finance and Payroll teams to investigate payroll discrepancies, resolve data issues, and ensure timely submission of required information.
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• Monitors employee attendance, overtime, leave balances, absenteeism, and related reports to identify discrepancies and support effective labor cost control.
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• Coordinates the administration of employee benefits, medical insurance, recognition programs, and other approved employee welfare initiatives.
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• Maintains the confidentiality of salary and employee compensation information and ensures that changes to employee compensation are processed only with the required approvals.
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• Assists in preparing manpower cost reports, payroll summaries, and employee-related financial data for review by the Director of People & Culture and Finance.
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• Ensures the accuracy, completeness, confidentiality, and proper maintenance of personnel files, employee records, P&C databases, and electronic documentation.
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• Monitors the preparation and submission of monthly People & Culture ports, including headcount, vacancies, turnover, absenteeism, labor costs, overtime, and employee movements.
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• Ensures that P&C systems and employee databases are updated promptly following recruitment, transfers, promotions, salary changes, and employee separations, subject to the required approvals.
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• Coordinates the preparation of P&C reports, presentations, dashboards, and supporting documentation for management meetings and internal reviews.
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• Ensures that employee information is accessed, processed, retained, and disclosed only in accordance with applicable data protection requirements and company policies.
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• Monitors the maintenance of employee notice boards and internal P&C communication channels to ensure that approved information is accurate and up to date.
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• Ensures that day-to-day P&C procedures are carried out in accordance with applicable labor legislation, company policies, and approved operational standards.
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• Monitors employment documentation, statutory records, and required submissions to relevant governmental and regulatory authorities, in coordination with the responsible parties.
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• Supports internal and external P&C audits by preparing required documents, reviewing personnel records, and following up on identified corrective actions.
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• Monitors the validity and completeness of employment-related documentation and escalates potential compliance risks to the Director of People & Culture.
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• Coordinates the implementation of approved corrective and preventive actions arising from audits, inspections, and compliance reviews.
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• Supervises and coordinates assigned People & Culture team members, ensuring clear task allocation, accountability, and timely completion of departmental responsibilities.
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• Provides day-to-day guidance and coaching to P&C team members to improve service quality, technical knowledge, productivity, and professional development.
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• Identifies training needs within the P&C team and coordinates appropriate learning opportunities to strengthen operational capability.
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• Encourages collaboration between People & Culture and other departments to resolve operational issues and improve employee service delivery.
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• Maintains effective working relationships with department heads, employees, and support functions while ensuring appropriate confidentiality and professional conduct.
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• Acts on behalf of the Director of People & Culture during periods of absence when formally delegated, within the limits of approved authority and company procedures.
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• Maintains regular communication with department heads to address staffing requirements, employee concerns, training needs, and other P&C operational matters.
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• Participates in departmental and management meetings as required and provides accurate P&C updates, reports, and follow-up actions.
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• Advises managers on the practical application of P&C policies and procedures and refers matters requiring management approval or specialist advice to the appropriate authority.
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• Supports the implementation of organizational initiatives and operational changes by coordinating employee communication and following up on agreed activities.
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• Promotes a service-oriented approach within the P&C department and ensures that employee and management inquiries are handled professionally and within reasonable timeframes.
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• Supports the implementation of the property's occupational health and safety procedures within the scope of P&C responsibilities.
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• Coordinates employee safety orientation and relevant mandatory training in cooperation with the Safety and Security departments.
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• Participates in emergency response activities when assigned and supports employee communication and attendance coordination during emergency situations.
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• Ensures that work-related incidents involving employees are reported and documented through the established procedures and referred to the appropriate departments for investigation and follow-up.
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• Promotes environmental awareness within the P&C department and encourages responsible consumption of paper, stationery, water, energy, and other resources.
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• Supports the implementation of approved energy-saving, waste reduction, recycling, and environmental protection initiatives.
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• Ensures that any chemicals or hazardous materials handled within assigned duties are managed safely and in accordance with applicable legislation and property procedures.
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• Complies with applicable quality management, food safety management, environmental management, and occupational health and safety requirements relevant to the position.
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• Participates in departmental training, inspections, and audits related to applicable management systems and follows up on assigned corrective actions.
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• Maintains strict confidentiality regarding employee records, compensation information, investigations, and other sensitive People & Culture matters.
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• Demonstrates professional conduct, integrity, fairness, accountability, and compliance with the organization's code of conduct and policies.
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• Ensures that all assigned responsibilities are performed in accordance with the hotel's service standards, operating procedures, and organizational values.
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•     Performs any additional duties assigned by the Director of People & Culture, General Manager, or hotel management that are consistent with the position and operational requirements.

Qualifications

• Education: Bachelor`s degree or 2-years degree from an accredited university in licentiate of law, Human Resources, Business Administration, or related major
• Experience: 4 years’ experience in the human resources, management operations, or related professional area.
• Foreign Language: Sufficient level of English to be able to write reports according to international standards.
• Courses and Training: Sufficient theoretical and practical background. Prior attendance in courses and seminars in the field.
• Computer Literacy: MS Office applications.
• Skills: Has good command of the legislation and procedures related to the job and department. Is familiar with other processes that affect the job. Is responsible for managing and/or implementing sub-process. Expected to integrate and coordinate an important unit of the facility.

Additional Information

Your team and working environment:
In 1-2 sentences, introduce the team, property or office environment in a way that reflects the culture
Note: Customization may be included for any specific local or legislative requirements, such as work permits
Our commitment to Diversity & Inclusion:
We are an inclusive company and our ambition is to attract, recruit and promote diverse talent.