Job Purpose
Under the direction of the Director, Organizational Development and Performance Management, the Human Resource Officer, Organizational Development and Performance Management is required to collaborate with managers, supervisors and staff, in the administration of activities for the Performance Management and Appraisal System (PMAS) within the Ministry of Science Energy, Telecommunications and Transport. The Officer will also be responsible for assisting with the administration of new initiatives, processes and interventions to improve the overall performance and effectiveness of the Ministry.
Key Responsibilities
Management/Administrative:
- Participates in the Corporate and Operational Planning activities by assisting with the preparation of the Units’ (OD & PM) and the Division’s Operational Plan and Budget;
- Assists with the preparation of activity/performance reports, as requested;
- Ensures that records are kept up-to-date and are easily retrieved;
- Provides advice to managers and staff on the resolution of OD & PM matters;
- Advises on the interpretation of performance management guidelines;
- Provides administrative support in respect of all OD & PM matters;
- Keeps staff abreast of Human Resource policies and regulations.
Organizational Development:
- Provides assistance with the collection of job-related data through interviews, questionnaires, observations and the examination of records to validate findings;
- Provides assistance with the development, and maintenance of organizational charts and output focused Job Descriptions, in collaboration with other HR colleagues, managers and employees;
- Participates in conducting organizational needs assessments to determine organizational readiness for change;
- Provides support with the review and maintenance of customer service initiatives implemented throughout the Ministry.
Performance Management:
- Develops and executes PMAS related change management initiatives, in collaboration with other officers in HRMD Department, managers and supervisors;
- Schedules/Facilitates Division/Unit Work Plan sessions, as required;
- Reviews draft Division/Unit Work Plans and Individual Work Plans to ensure quality of content (alignment and completeness in specification);
- Reviews completed individual Performance Appraisal Forms to ensure quality of content and accuracy of scores and takes the necessary action, as required;
- Develops/reviews manuals/handbooks and forms required for PMAS;
- Provides training for newly appointed managers, supervisors with respect to their responsibilities under the PMAS;
- Provides support with coaching, guidance and information on PMAS related issues to all staff, including managers and supervisors;
- Employs the use of surveys, focus groups and other relevant techniques and methodology necessary for organizational, Divisional/Unit assessment. Provides assistance in designing instruments for these activities;
- Updates template of HRMD Department’s Quarterly OSC Report with information of payments of increment and seniority allowances;
- Updates template of HRMD Department’s Quarterly Corporate Planning Report with information related to OD Unit (performance management, Job Descriptions);
- Prepares status report on Outstanding Performance Appraisals for submission to managers/supervisors and also for HREC meetings, when required;
- Develops customized PMAS material for employee orientation sessions;
- Prepares resource material for Sensitization Sessions and workshops for the Performance Management Appraisal System (PMAS);
- Schedules PMAS Sensitization Sessions for staff
- Maintains Database of PMAS records and scores;
- Sends out communication (reminders of the PMAS cycle) so that all staff are aware of the timetable for PMAS related activities over a given financial year;
- Circulates copies of PMAS related documents (Appraisal Forms, manuals, handbooks and procedures) to all members of staff;
- Monitors compliance with the conduct of annual evaluations and provides guidance as necessary;
- Monitors the implementation, by managers, of remedial and corrective action to address poor performance;
- Monitors the implementation of development plans as an important aspect of performance management;
- Maintains a confidential database register of performance ratings and applicable pay awards/sanctions;
- Identifies staff eligible for payment of increment/seniority allowance/award and prepares letters for approval of payment to the respective Officers, their supervisors and the Finance and Accounts Division;
- Co-ordinates logistic arrangements for meetings for matters relating to PMAS; prepares relevant letters based on decisions/recommendations from these meetings, and conducts follow-up action to ensure resolution of such cases.
Other:
- Provides assistance in reviewing and updating manuals, handbooks;
- Updates employee data/information (functional situations, attachments) to MyHr+;
- Performs other related duties that may be assigned from time to time.
Required Knowledge, Skills and Competencies
- Good knowledge of Human Resource Management techniques and practices
- Good knowledge of Public Service Regulation, Staff Orders, Labour Laws and practices
- Strong change management skills to guide staff through the extensive performance culture change the PMAS represents
- Comprehensive and sound knowledge of the PMAS, as established in the guidelines issued by the Office of the Cabinet
- Sound knowledge of performance management including developing Work Plans and conducting performance appraisals
- Sound knowledge of research and data analysis techniques
- Knowledge of job analysis, performance management and appraisal processes and methods, including writing Job Descriptions and Work Plans
Minimum Required Qualification and Experience
- Undergraduate Degree in Human Resource Management/Development or Public Administration or Business Administration or Social Science from a recognized tertiary institution;
- Training in the operation of the GoJ Guideline for Performance Management and Appraisal System or specialized training in Performance Management;
- Three (3) years’ experience in Human Resource Management preferably in the public sector.
Special Conditions Associated with the Job
- Will be required to travel islandwide;
- Will be required to work beyond regular working hours in an effort to meet deadlines;
- Required to work under pressure and with minimum supervision.
Please note that only shortlisted applicants will be contacted.
