Reference: 111000356
Location: London, UK
Closing Date: 13 Dec 2011
General Information
The Human Resources Function reports to the Assistant Secretary-General and is the central technical adviser to Senior Management and the Secretariat on all HR matters.
The function seeks to contribute to the achievement of the Secretariat’s mandates through effective Human Resources Management service. It supports in the translation of Commonwealth ideals into people policies and practices by providing technical HR support that links People, Strategy and Performance.
The function continuously seeks to align the Secretariat’s Human Capital capacity with its mission, capabilities and changing mandates to ensure that it carries out its functions effectively and efficiently. It develops and implements HR management policies, procedures and practices suitable for a modern international organization, taking into account organizational needs, staff aspirations and good employer practices. As the central authority on matters relating to the management of Human Resources, the HR Function is expected by the Secretariat to function as a Strategic Business Partner, Policy Adviser, Change Agent and Employees Advocate. It is responsible among other things, for the following:
- Leading on the development and coordinating implementation of the Human Resource Management Strategy.
- HR Policy development, review and co-ordination of its implementation.
- Resourcing and contract administration for staff positions at the Secretariat’s Headquarters in London, its Office in New York and the Commonwealth Youth Programme Regional Centres in India, Guyana, Solomon Islands and Zambia, as well as for consultants and long-term experts for field assignments in developing countries in the Commonwealth.
- Performance Management, Staff Development and Training, Human Resource Planning, Monitoring and Evaluation, Reward Management, HR Administration Services including terms and conditions of service, HR Management Information Systems, Employee Relations and Change Management.
The paramount considerations in the delivery of HR Services is the need to continuously support the Secretariat to deliver the highest standards of effectiveness, efficiency, competence, integrity, professionalism and responsiveness in its work, with due regard to the importance of recruiting staff on as wide a geographical basis as possible, within the Commonwealth.
Job summary
The Human Resources Systems Assistant will monitor and provide support in activities concerning the human resources management information systems. This will involve assisting HR in report writing, trouble-shooting, the general use of the system, developing and testing of new functionalities, and interfacing between HR users and IT team and system provider. In addition, the incumbent provides assistance in activities related to recruitment and contract administration, and any other duties as and when required. Regularly review usage of various aspects of the system and recommend any necessary actions to ensure that the system is fully utilized.
Task description
The post holder will be responsible for providing support to all staff in HRS in relation to the records system and HR Database – HR Pro. This will involve:
- Monitor and evaluate the existing systems, processes and procedures to identify opportunities for improvement and undertake enhancement;
- Being the hub of all communication pertaining to HR-Pro;
- Providing assistance to HR Staff in relation to day-to-day queries regarding the general usage of HR-Pro;
- Liaising with the Secretariat’s IT Section in regard to problems that may arise with the system;
- Liaising with the suppliers of the database system (ABS) with regard to trouble shooting, should the IT Section deem it necessary;
- Create and update various reports, for management reporting purposes and other reports as required;
- Produce accurate, analytical monthly HR Management Information reports;
- Ensure quality control of data entered into the system(s);
- Identify training needs in HR in relation to the use of HR-Pro;
- Supply payroll with a monthly report of current staff for reconciliation purposes.
- Manage an effective HR Administration including registry services to effectively support HR function.
- Assist in the upgrading and maintenance of the online application system.
Create and update various reports, including trend analysis reports, monthly management reports, sickness absence management reports, leave management reports etc.
Assist with, in liaison with ITS, HR and system provider:
- Development of specifications for, and review and improvement of, additional functionalities of the HR-Pro system;
- Testing of applications, preparing comments for submission to ABS or IT team;
- Implementation of HR-Pro self-service (e.g., for recording and management of sick absence records, and other types of leave).
Maintain all Management Information Systems (MIS) and support systems to ensure information flow is accurate, efficient, and up to date.
Coordinate input for and manage the HR webpage ensuring regular updates and quality control.
Ensure personnel and subject files are maintained in an organised and secure manner to enable availability of information to authorised personnel in an efficient and timely manner.
Assist, when necessary, with general administrative duties, such as long listing of candidates; logistic and administrative arrangements for interviews and on-boarding of new staff; and responsible for sickness absence recording.
Performs other duties as required.
Person Specification
- Passes at A level (or equivalent) with two or more years experience working with databases and supporting HR-Pro or a degree in any discipline and one year experience working with databases and supporting HRIS.
- Working knowledge of a HR Bespoke Database systems
- Excel skills for data manipulation and reporting.
Desirable
- Specific experience of HR-Pro
- A good knowledge of administration work
- Ability to apply IT/Systems technical knowledge and skills to the improvement of HR Management Information Systems/Database.
- Experience of working in Human Resources/Recruitment environment
No comments: