Job Purpose
Reporting to the Director, Human Resource Management, the Human Resource Management & Information Systems Officer is responsible for leading, managing and monitoring the Human Resource Management Information Systems, personnel records, and related databases. The incumbent will also gather and evaluate data, recommend improvements to HR systems, and contribute to the overall effectiveness of HR decision-making processes and other functions within the Branch.
Key Responsibilities
Management/Administrative:
- Contributes to the development of Standard Operating Procedures for management of personnel, staff and service records;
- Designs and updates accurate documentation processes for HRMIS procedures;
- Addresses queries and complaints related to HRMIS;
- Maintain professional relationships and contact with key external stakeholders, including the Transformation Implementation Unit (TIU) and the Ministry of Finance and the Public Service (MoFPS);
- Develops Individual Work Plans in accordance with HR standards.
Technical/Professional:
- Implements automation for relevant human resource processes;
- Maintains the following lists/schedules:
- Staff Lists, ensuring alignment with approvals from MoFPS – SHRMD;
- Attrition List;
- My HR + Database; and
- Other databases and HR systems.
- Contributes to the development of HR system solutions that align with strategies and initiatives;
- Collaborates with the Information and Communication Technology Branch, Internal Audit and Finance and Accounts Divisions, TIU, and other key stakeholders to ensure smooth operation of HRMIS;
- Processes employee job letter requests;
- Enhances the utilization of Human Resource systems to automate standard processes by:
- Identifying opportunities to enhance Human Resource processes through changes in information systems;
- Supporting the development of HR systems to facilitate the production of various reports;
- Coordinating the upgrade and maintenance of HR systems to address technical difficulties;
- Monitoring Human Resource Management and Information Systems and Frameworks to ensure functionality.
- Processes requests for the digitization of new files/records;
- Conducts research, analyzes data, and generates reports from the MyHR+ Database to facilitate decision-making:
- Employees acting in clear vacancies;
- Streamlining of workflows;
- Support workforce planning and management;
- Attrition rate; and
- Temporary Employees engaged for six (6) months or more.
- Conducts research and generates both special and routine reports;
- Prepares HR Publications and Newsletters;
- Creates and verifies the accuracy of new and existing functionals;
- Ensures the proper maintenance and security of HR digital systems and records;
- Creates and updates Period of Service Records and other electronic records;
- Oversees the implementation of MyHR+ within the Ministry;
- Sensitizes and educates staff members on the use of MyHR+ Self-Service;
- Collaborates with the Payroll Unit and updates MyHR+ to facilitate payroll administration;
- Manages a back-up file system for computer databases to ensure uninterrupted access to information;
- Addresses HR queries within the scope of duties;
- Assists in reviewing and documenting processes aimed at improving HR operational activities;
- Reviews best practices and recommends strategies that will improve the inventory maintenance function.
Required Knowledge, Skills and Competencies
Core:
- Excellent oral and written communication
- Teamwork and corporation
- Interpersonal skills
- Strong problem solving and decision-making skills
- Client and quality focus/commitment to service quality
- Ability to influence and motivate others
- Adaptability and initiative
- Integrity and confidentiality
- Methodical
- Excellent planning and organizing skills
- Goal/result oriented
- Analytical thinking
Technical:
- Knowledge of GOJ Records Management practices, policies, principles, standards, and guidelines.
- Sound knowledge of the HR principles, practices, GOJ Staff Orders and Public Service Regulations.
- Proficient in the use of Microsoft Office Suite.
- Proficient in the use of technology and HRMIS systems
- Ability to work independently and make sound decisions
Minimum Required Qualification and Experience
- Associates Degree in Human Resource Management/Public Administration or any other relevant discipline; plus
- Three (3) years of related working experience in a human resource position or any other related position.
- Training in Human Resource Information System would be an asset.
OR
- Diploma in Human Resource Management/Public Administration or any other relevant discipline; plus
- Four (4) years of related working experience in a human resource position or any other related position.
- Training in Human Resource Information System would be an asset.
Special Conditions Associated With The Job
- Normal office conditions.
- May be required to work beyond normal working hours.
Please note that only shortlisted applicants will be contacted.
