Human Resource Information System Officer (GMG/AM 3)

Key Responsibilities

Management/Administrative 

• Responds to enquiries and complaints concerning the records and information management; 
• Monitors the proper maintenance and security of records; 
• Ensures that file tracking system is maintained; 
• Ensures that computer databases are maintained. 

Technical/Professional 

• Classifies all incoming documents, in keeping with established classification standards of indexing system; 
• Maintains a Management Information Systems database to provide support for the manpower planning activity, as well as ensuring that staff list is current and accurate, by entering data on the database for employees; 
• Reviews and implements requests for creation of new files;
• Maintains file indexes; 
• Conducts record inventory to set retention and disposition schedules;
• Liaises with Information Technology to resolve technical difficulties; 
• Maintains back-up file system for computer database; 
• Monitors the proper maintenance and security of records; 
• Prepares post audit and status reports; 
• Identifies opportunities for improving Human Resource processes through information systems changes; 
• Monitors HRIS system and all interfaces to ensure they function properly;
• Works closely with developers to enhance MIS to continuously improve Management Information; 
• Develops HR systems to support the production of organisation charts;
• Contributes to discussions on future systems strategy, evaluates existing systems/other products as necessary and makes recommendations; 
• Provides support for HRIS including, but not limited to, researching and resolving HRIS problems, unexpected results or process flaws; performing scheduled activities; recommending solutions or alternate methods to meet requirements; 
• Ensures accurate documentation process manuals are designed and updated for all HRIS processes; 
• Collaborates with IT staff to co-ordinate application of upgrade; 
• Advises management on organizational policy matters related to the HRIS. 

Human Resource Management 

• Monitors and evaluates the performance of direct reports; 
• Recommends and/or initiates corrective action; 
• Participates in the recruitment of staff for the ministry; 
• Provides guidance to direct report through effective planning, delegation, communication, training, mentoring and coaching; 
• Performs any other related functions assigned. 

Required Knowledge, Skills and Competencies

Core 

• Good oral and written communication skills 
• Good customer and quality focus 
• Team work and co-operation 
• Integrity 
• Compliance 
• Good interpersonal skills 
• Change management 
• Analytical thinking skills 
• Good problem solving and decision making skills 
• Takes initiative 
• Planning and organizing 

Technical: 

• Strategic vision 
• Use of technology - Proficiency in the use of relevant computer applications (Microsoft Office). 
• Impact and Influence 
• Leadership skills 
• Good knowledge of Human Resource Management techniques and practices.
• Good knowledge of Public Service Regulations, Staff Orders and Access to Information.
• Excellent knowledge of human resource information systems. 

Minimum Required Qualification and Experience

• Bachelor Degree in Human Resource Management, Public Administration or related field; 
• Training in processing Windows Operating System and Microsoft Office Application;
• Records Management Certification and Supervisory Management; 
• At least two (2) years relevant experience. 

OR 

• Associate of Science Degree in Human Resource Management, Public Administration or related field; plus 
• Training in processing Windows Operating System and Microsoft Office Application;
• Records Management Certification and Supervisory Management; 
• Four (4) years relevant experience.

Please note that only shortlisted applicants will be contacted.