Human Resource Information Systems Officer (GMG/AM 3)

Key Outputs:

• Records Management System updated 
• Electronic database maintained 
• Statistical reports prepared 
• HR reports produced as required 
• Data/information disseminated 
• Schedules prepared 

Key Responsibility Areas:

• Assists with the maintenance of Information, Communication and Technology (ICT) Systems database to provide support for the manpower planning activity as well as ensuring that staff list it current and accurate; 
• Entering data on the database for employees, e.g. separation, leave record, payroll information, education and training and personal information; 
• Mapping each employee to her/his substantive post and acting post where applicable in accordance with the Civil Service Establishment Act; 
• Maintains the Human Resource Management & Development (HRM&D) web pages and vacancy list; 
• Tracts HRM&D transaction processing time to monitor and ensure efficiency in satisfying the customer service charter standards; 
• Conducts research to identify HR related information to keep the Branch informed of industry changes and abreast with new best practices; 
• Liaises with Information, Communication and Technology Systems Branch (ICT Branch) to ensure proper operations of Branch PC systems and minimum down time of network connectivity as well as to resolve any problems encountered in the manipulation of the data; 
• Prepares reports and analyses, to include: 
  • Recruitment 
  • Employees acting in clear vacancies 
  • Promotions 
  • Staff resignations 
  • Employees who have been temporary employed for more than six months; 
  • Attrition rate 
  • Employees leave
• Prepares prints outs (reports) of staff list of respective groups and list of vacancies within the Ministry as required; 
• Supportsthe development and implementation of Key Performance Indicators (KPI’s) and matrices to assess the effectiveness of the HR strategies and plans; 
• Supports the collection of information surveys; 
• Prepares interview packages and outcome reports; 
• Administers assessment for interview candidates; 
• Uses the intranet as a communication medium and workflow vehicle through which to disseminate information to the entire Ministry; 
• Generates HR reports and analysis to support management decisions making; 
• Ensures compliance with data protecting privacy and HR policies; 
• Prepares schedule of short-listed applicants and advises same re: date, time and venue for interview
• Provides support services to HREC Committee by preparing schedules of Appointment, Personnel Data Forms, Registration/Separation; 
• Prepares personal data forms and forms and schedules for officers who have been recommended for appointment/acting assignment; 
• Tracts data/correspondence through the use of data application software; 
• Assists with the updating of Service Records for staff as required. 

Performance Standards:

• Database updated within one day of receipt of information 
• Reports are accurate and formatted within established guidelines and produced within agreed timeframe 
• Information presented is accurate and delivered within agreed timeframe 
• Interview and orientation packages contain relevant documents 
• Confidentiality and integrity are exercised in the performance of duties 

Required Competencies:

Core Competencies 

• Oral Communication 
• Written Communication 
• Integrity 
• Teamwork & Cooperation 
• Initiative 
• Compliance 
• Time Management 
• Interpersonal 
• Adaptability 
• Customer and Quality Focus 

Technical/Functional Competencies

• Use of Technology 
• Technical Skills 
• Goal/Results Oriented 
• Planning and Organising 
• Problem Solving and Decision-making 

Minimum Required Education and Experience

Specific knowledge (However acquired) required to start 

• Sound knowledge and understanding of the Staff Orders and Public Service Regulation
• Sound knowledge of computer applications, excel, publisher, word and access
• Understanding of Personnel Management and Administration Government 

Qualifications and Experience 

• BSc. Degree in Human Resource Management, Public Administration or related field
• At least two (2) years relevant experience 

Continuous Professional Development 

• Attend relevant training on emerging trends and practices within the customer service field
• Network within the profession and relevant associations to keep abreast with the industry 

Specific Conditions associated with the job

• Normal working environment

The Ministry of Justice & Constitutional Affairs thanks all applicants for their interest, however only those shortlisted will be contacted.