Key Outputs:
- Recruitment and general staffing research conducted
- Recruitment advertisements and related staffing documentation prepared and disseminated.
- Interviews and assessments coordinated and completed
- Applications reviewed and shortlisted
- Recruitment materials and tools prepared
- Recruitment and general staffing reports and statistics prepared
- Background checks for successful applications documented
- Recruitment notification and correspondence completed
- Human Resource Management Committee (HRMC) and Human Resource Executive Committee ( HREC) submissions researched and developed
- Annual/Quarterly/Monthly performance reports prepared
- Individual work plans developed
Key Responsibility Areas:
Technical/Professional Responsibilities:
- Assists in conducting exit interviews for employees who are separated from the Service and ensures that all separated matters e.g. loans, bonds, bills etc. are satisfactorily settled;
- Verifies information stated in job letters to financial institutions;
- Administers the Human Resource policies and procedures in keeping with the Staff Orders and the Public Service Regulations;
- Assesses assigned divisions/branches/sections/units workforce requirement in order to meet the needs of the MJCA objectives;
- Conducts research on related recruitment and general staffing issues as directed to inform HR planning and analysis;
- Collaborates with internal and external stakeholders to facilitate a high volume of recruitment and employment applications to ensure recruitments are completed in a timely manner and are consistent with public sector procedures and regulations;
- Participates in the design, review/modification of tools and instruments geared at supporting the recruitment processes, i.e. assessment, interview questions, assessment rubrics, scoring regimes, etc.;
- Coordinates the recruitment process such as advertisement, assessment of applications administering of assessment, arrangement of interview for positions below GMG/AM 4 or equivalent;
- Assist the Senior HR Officer – Staffing in the recruitment of positions equivalent to the GMG/AM a and below;
- Conducts and provides assistance with shortlisting of candidates and preparing for and arranging interviews;
- Documents background checks for successful applicants;
- Develops submissions (including probationary performance reports for permanent appointments) for consideration by the Human Resource Management Committee (HRMC) and the Human Resource Executive Committee (HREC) in accordance with delegation of functions
- Advises the Payroll Section regarding staff appointments, promotions, assignments, transfers and separations in accordance with the directives of the HREC and HRMC;
- Validates submissions from departments of the MJCA for the HREC and HRMC;
- Provides timely and accurate reports on recruitment and staffing statistics across the Ministry of Justice and Constitutional Affairs as required;
- Assist with the coordination and conducts the MJCA onboarding and orientation programmes by developing schedules, coordinating logistics and any other related duties to foster positive attitude toward the MJCA organizational objectives;
- Keeps abreast of trends and changes in operations management and service delivery and recommends/implements changes where necessary to improve the service quality and productivity of the Branch and organization.
Management/Administrative Responsibilities
- Develops Individual Work Plan based on alignment to the overall plan for the section;
- Participates I meeting, seminars, workshops and conferences as required;
- Prepares reports and programme documents as required;
- Maintain customer service principles, standards and measurements.
Human Resource Responsibilities
- Contributes to and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Division’s and organization’s goals;
- Assists with the preparation and conducts presentations on role of Unit for the orientation an onboarding programme
Other Responsibilities
- Performs all other duties and functions as may be required from time to time
Performance Standards:
- Recruitment and general staffing research conducted are evidence-based, accurately documented and completed within established timelines;
- Recruitment advertisements written and posted in accordance with emerging HR thinking, SHRMD policies, the Public Service Regulations and timeframes;
- Interviews and assessments coordinated in accordance with emerging HR thinking, SHRMD policies, the Public Service Regulations and timeframes;
- Applications reviewed and shortlisted in accordance with emerging HR thinking, SHRMD policies the Public Service Regulations and timeframes;
- Recruitment material and tools prepared in accordance with emerging HR thinking, SHRMD policies, the Public Service Regulations and timeframes;
- Background checks for successful applicants conducted and documented in keeping with agreed standards and timeline;
- Recruitment notification and correspondence completed in keeping with agreed standards and timelines;
- HRMC and HREC submissions developed in keeping with the delegations of functions mandate, agreed standards and timeframes;
- Annual/Quarterly/Monthly performance reports are prepared in accordance with agreed format, are accurate and submitted on time;
- Individual Work Plan developed in conformity to established standards within agreed timeframes;
- Confidentiality, integrity and professionalism displayed in the delivery of duties and interaction with staff.
Required Competencies:
Core Competencies
- Adaptability
- Compliance
- Customer and Quality Focus
- Initiative
- Integrity
- Interpersonal
- Oral Communication
- Team Work & Cooperation
- Time Management
- Written Communication
Technical/Functional Competencies
- Accountability
- Attention to Detail
- Goal/Results Oriented
- Human Resource Management
- Methodical
- Planning and Organising
- Problem Solving and Decision-making
- Resilience
- Stress Tolerance
- Technical Skills
- Use and Application of Technology
Other Competencies
- Knowledge of the principles of administrative management
- Knowledge of Human Resource Management principles and practices
- Working knowledge of the Public Service Regulations
- Working knowledge of statutes, legislations, regulations policies and procedures administered by the SHRMD
- Proficiency in Microsoft Office Suite and other programme applications appropriate to assigned responsibilities
Minimum Required Education and Experience:
- Bachelor’s Degree in Human Resource Management or Management Studies, Public/Business Administration, or related social sciences with a diploma in Human Resource Management AND
- Two (2) years’ experience in a Human Resource Management environment
Authority:
- Access confidential information
Specific Conditions associated with the job:
- Work will be conducted in an office outfitted with standard office equipment and specialized software.
- The environment is fast paced with on-going interactions with critical stakeholders and meeting tight deadlines which will result in high degrees of pressure, on occasions.
- May be required to travel locally and overseas to attend conferences, seminars and meetings.
The Ministry of Justice & Constitutional Affairs thanks all applicants for their interest, however only those shortlisted will be contacted.
