Job Description and Person Specification

Transcription

1 Job Title: HR Administrator Officer Directorate: IDD Unit: HR and Ops Grade and Salary: 1 Grade C Contract Type: Location: Reports to: (incl matrix reporting) Direct Reports : Matrix Reports: Operational Remit: DBS (CRB) / Police Check: Johannesburg, South Africa HR and Ops Business Partner None None Fixed Term up to July 2017 Budget Holder: Yes No Global Regional Country Specific International Secretariat Yes No Job Role Role Overview: The purpose of this role is to manage the administation of the Employee Life cycle of IS staff A further purpose is to manage the payroll for National staff in South Africa To coordinate the implementation of the Global HRMIS in conjunction with the HR Business Partner and to ensure that Information is readily available on request in the forms of various reports This role anchors federation wide HR Reporting and HR analytics through the bi-annual HR reporting process The end-to-end administration of the employee life cycle for all International Secretariat staff, ensuring that ActionAid policies and procedures are adhered to at all times. Provide assistance to countries and CP s on aspects pertaining to HR Administration Areas of Responsibilities Recruitment Administration Key Activities Ensure that all approvals are received before a position is recruited for and appropriate documentation is completed and filed (including Role Profile Set up recruitment plan with time frames for each recruitment together with the recruiting Line Manager Ensure that the relevant recruitment address is set up and active before advertising the position Draw up the advert and get approval from line managers before circulate it appropriately, bothinternally and externally Coordinate initial long list and short list with Line Manager Set-up interviews: Venue; Interview schedule, interview guide Assising with with logistics such as travel & visa arrangements, per 1 For entry level salary of the mentioned grade refer to the Remuneration and Benefit Policy or local pay scales as applicable Page 1

2 diems, invitation letters, and any other arrangements Conduct reference checks as advised by Recruiting Manager Recruiting Manager and keep copies on the personnel file Ensure that all approvals for the appointment are in place Ensure compliance to all recruitment procedures and policies Assisting various Countries with advertising new positions, distribution of adverts and various other administration functions Ensure the organogram is updated monthly Induction: Follow up and coordinate the induction of International and National Staff with their respective line managers Ensure that all induction reports are received and kept on record Prepare induction schedule for the new employee with all the relevant induction sessions booked with the relevant people such as; IT, Health & Safety, Office Administration Ensure all necessary documents required for new work permit are in order and correct to be delivered to Deliotte Ensure meetings are scheduled with Deliotte s Tax Consultants for all new employees. Work Permits: Keep track of work permit end dates and compliance of rights to work in the country Assist with work permit processing and administration for South African staff, together with staff member and work permit specialist Contract Admnistration Open a new staff file (hard and soft) in compliance with the filing standard and relevant check list Prepare offer/appointment documentation and issue to employee once approved by the HR and Ops Business Partner, SA and Line managers Ensure all new starter documents are returned on time before payroll is due. Capture data of new IS employee on the HRMIS database and update current employee records Ensure the HRMIS database is kept updated with all the relevant documents for all staff Ensure the line manager as the probation template for the new employee to be completed Monitor the probation end dates and make the line managers aware to complete the necessary documentation relating to probation Confirmation to post: Generate monthly reports of staff to be confirmed six weeks in advance, generate probation end memos and send to Line Manager for authorisation and action accordingly Contract renewal or termination: Generate monthly report of contract renewals a year in advance and generate a memo to notify Line Manager Repeat same as confirmation process six months in advance of contract end date and send final reminder three months in advance Page 2

3 Generate monthly reports for Recruitment tracker, fixed term contracts, probation list and performance appraisal that needs to be sent to HR Manager and HR Operations Manager Ensure the necessary communication on termintation are sent to the Line manager, IT, Finance on clearances Send exit interview link to employee beign terminated Generate exit interview report from qualtrics monthly HR and Reporting Source and provide management information as required Ensure that relevant and updated reports are available and up to date from the Global HRMIS Create standard and customised HR reports based on requirements from the Global HROD Community Perform relevant data analysis when required HRMIS System Development, Implementation and maintenance Support to the HROD function Operations & Finance Coordinate and manage the HRMIS implementation project with relevant role players Ensure that data of all new IS employees on the database and update current employee records correctly Manage permissions of the HR Site on the Hive Induct new HR team members on Global HRMIS system send manuals and provides support Manage the development, testing and implementation of system changes/developments Develop a suite of standard management information reports using HRMIS Identify missing/ inconsistent use of data fields and work with the HR team to ensure clean data is held on the system Identify and resolve system technical issues together with International IT Provide training on the Global HRMIS as super user and liaison other champion users within other Country Groups Support the International HROD team as needed on an ongoing basis Ensure that the Induction Model on the HIVE is kept up to date and relevant and that all new staff are introduced to the module and complete the induction Assists in planning and budgeting process for HR and Operations team Manage the payroll for the International Secretariat, National staff Prepare and print all input doucmenation for Internatioanl payroll Ensure proper payroll filing and audit prepeartion Proactively liaise with Operations/Finance Team on payroll and other related activities Respond to IS staff payroll queries and provide advice promptly and timeously Coordinates clearances and payment of End of Contract Benefits Prepares and tracks benefits (school fees, housing, medical) and and advance payments Page 3

4 HR Strategy & Centre of Expertise Other Contribute to the development of AAI s Human Resources strategy, annual plan and provide support on the implementation. Advise on other changes to HR processes to enhance HR efficiency and effectiveness Undertake HR support within areas of expertise related to Information systems, analystics and reporting Undertake HR support within areas of expertise related to payroll and taxation Provide Internal training on the HR systems to countires where identified Provide professional, timely, relevant and value-add support to countries/members as requested The role holder will from time to time be required to carry out any other duties that are within the scope of the job Person Specification Education, Language & Qualifications Essential Knowledge, skills and Experience Desirable Knowledge, skills and Experience Minimum of 3 years experience in an HR Generalist Capacity Experience with VIP Payroll software and managing a payroll Experience with Employment Equity, SDL and other statutory reporting requirements Strong understanding of BCEA and LRA in South Africa Previous experience with the administration of staff benefits Clear insight into the Employee Lifecycle Advanced experience working with HR Managed Information Systems in terms of design, implementation, development and maintenance A passion for working with data, developing and analysing reports drawn from this data Good facilitation skills to provide training and support on the Global HRMIS Previous experience with Crystal Report Writing advantageous Exceptional Inter-Personal Skills with the ability to quickly create rapport with others Fanatical attention to detail and tenacity in following up and following through on requests Resilience when under pressure with the ability to use own initiative when completing tasks, yet working together with a bigger team to reach departmental goals and targets Extensive understanding of Global taxation norms and legislation Evolved understanding of systems and reporting HRMIS data reporting and systems Hands on experience on automated payroll ( e.g. VIP Sage) Recognised HR and Payroll Certification Experience of working in a similar capacity for an international organisation Recognised Payroll Administration certification Advanced excel certification Page 4

5 Competency Profile Strategic Perspective Change Decisiveness Leading Employees Building Collaborative Relationships Communication Leading with Purpose Credibility Taking Initiative Demonstrate understanding of the Organisation s priorities and goals and effectively analyses complex problems. Uses effective strategies to facilitate organisation change initiatives and overcome resistance to change by involving others, listening and building commitment. Prefers quick and appropriate actions in many management situations Attracts, motivates, and develops employees. Builds productive working relationships with co-workers and external parties, whilst valuing people of different backgrounds, cultures and demographics. Expresses ideas clearly and concisely; disseminates information about decisions and plans. Has personal direction and is not easily sidetracked by details or workload. Acts in accordance with stated values; follows through on promises; uses ethical considerations to guide decisions and actions. Takes charge and capitalizes on opportunities Page 5