HR & Administration Officer

Key Responsibilities

Human Resources (Core Functions)

• Oversee full HR lifecycle: recruitment, onboarding, leave tracking, exit procedures

• Handle compensation & benefits administration, including payroll data coordination and MPF contributions

• Maintain and regularly update the employee handbook, HR policies, and internal protocols

• Monitor compliance with the Hong Kong Employment Ordinance and other labor regulations

• Coordinate visa and work permit applications for international staff, interns, and speakers

• Support performance management cycles and staff development planning

• Assist with preparation of HR analytics reports (turnover, leave, headcount, etc.)

• Maintain HRIS/leave system and accurate, confidential personnel records

• Initiate and promote staff well-being and engagement activities, including workshops and internal events

Administration & Operations

• Manage office administration: supplies, equipment, vendor contracts, utilities, and petty cash

• Coordinate with external service providers (cleaning, repair, IT, etc.)

• Handle document filing, travel bookings, insurance matters, and office maintenance

• Ensure the company’s standard operating procedures (SOPs) and admin systems are implemented and followed

• Oversee document preparation and filing for license renewals, insurance claims, and compliance documents

Event and Meeting Support

• Assist in organizing internal events, board meetings, and staff gatherings

• Provide logistical support for conferences, workshops, and key industry exhibitions

• Coordinate temporary staff and volunteer onboarding for BIOHK events and outreach programs

• Handle travel arrangements and guest coordination for international visitors, speakers, or advisors

• Maintain detailed records and assist with reporting requirements for grants or event funding

NGO-Specific / External Liaison

• Liaise with government agencies and auditors for labor inspections, MPF audits, and annual NGO filings

• Assist with documentation needed for grant applications, donor reports, and project-based staff allocation

• Maintain confidential filing systems for donor-related and funding compliance materials

Requirements

• Diploma or above in Human Resources Management, Business Administration, or related discipline

• Minimum 4 years of HR & admin experience, preferably in a science-based NGO, academic, or biotech environment

• Well-versed in the Employment Ordinance and employment-related regulations in Hong Kong

• Excellent interpersonal and communication skills in Cantonese, English, and Mandarin

• Proficient in MS Office, including Excel and Chinese Word Processing

• Independent, detail-oriented, responsible, and able to multitask under pressure
• Experience with HRIS, leave management systems, or event HR logistics is an advantage