HR Officer: Administrator And Systems - Kathu at Tshipi E Ntle Manganese Mining

PURPOSE OF THE JOB

• Maintains systems (employee files, payroll files, and medical aide and pension fund files) aimed at ensuring efficiency in all aspects of pay administration including preparation, documentation and disbursement of payroll, payroll taxes and other deductions. Maintain HRIS and ensure correct push and pull of HRIS system and other systems such as access control and medical programs and SAP data.

KEY PERFORMANCE AREAS

Overall accountabilities:

• Oversee administration on access control with vendors.
• Coordinate compliance of individuals in terms of the Mine Health and Safety Act, i.e. dump truck license operators.
• Monitor fatigue and overtime work hours.
• Coordinate compliance with various HR policies, i.e. leave policies, etc.
• Coordinate company transport with outside service providers, employee wellness provider(s), and clinic vendor.
• Coordinate allocation of housing.
• Coordinate and process invoices on Sage.

Payroll data management:

• Coordinate and ensure accuracy of time and attendance information.
• Coordinate and ensure that all employee profiles are linked correctly to the access control system.
• Coordinate to ensure accuracy of pension and medical aid information.
• Data management for HR Systems and Software:

Provide development requirements to System Suppliers and assist with configuration.

• Coordinate and ensure correct integration of employee information with all other systems.
• Coordinate monthly auditing of system to check data integrity and report errors and bugs to service providers.
• Coordinate and ensure that annual calendar is setup correctly.
• Collaborate in building new reports and simplify systems on a continuous basis.
• Collaborate to develop HR workflows.
• Maintenance of the electronic HR information self-service system.
• Build rules in the leave- and access control systems based on HR- and Mine Health & Safety legislation as well as company SOP’s.
• Managing Access control system for Tshipi employees and contractors (± 1850 Employees):

Coordinate and ensure that the access control hardware is fully functional.

• Data management for Access Control System (X-Time):
• Manage integration between HR Information System and the other systems (Access Control System and Clinic system).
• Build shift cycle- and department categories on software system in line with legislation and operational requirement.
• Linking employee profiles to correct shifts, cycles, pay categories and reporting structure.
• Daily scheduling of employees on standby and overtimes.
• Coordinate and ensure that all parameters are in working order and maintained (e.g., breathalyzer, medical, induction, dover,
• Operator licenses, shift patterns, fatigue, excessive overtime and follow up medicals).
• Oversee that access cards and license cards are printed daily and delivered on time.
• Coordinate the developing and reviewing of access control SOP.
• Manage contractor access on the system based on contractor pack specifications.

HR Admin and reporting:

• Coordinate the development of report templates on the electronic HR systems (e.g., departmental clock summary report, Electronic timesheets, overtime hours reports, absenteeism reports, overtime and gate reports for contractors, and visitor reports).
• Collaborate in the development of dashboards (e.g., social and ethics HR dashboard, GM’s dashboard).
• Attending all departmental meetings to ensure alignment between HR and each department’s requirements.
• Coach and mentor junior staff and others in the department.
• Coordinate and process invoices on SAGE and monitor budget.
• Manage core suppliers (e.g., transport and wellness).
• Coordinate updating of senior management employee files manually and on SharePoint.
• Oversee employee files are up to date and all employee-related documents are updated on SharePoint.
• Coordinate uploading and creating of all new employees on SharePoint.

Ad-hoc:

• Manage and monitor Employee Wellness Program (EAP):
• Manage the supplier.
• Assist line managerial referrals.
• Assist line and employees with counselling.
• Arranging of sessions when needed, individually and in groups.

Assist Corporate Affairs Department with SLP and BBBEE data and ensure correct integration of reporting.

• Managing administration of company housing (correct allocation and payroll deduction).
• Coordinate and ensure houses are in good order and send maintenance concerns through to Engineering.
• Manage company transport external business partners:Ensure routes are correct and no interference of staff.
• Ensure supplier is informed in advance of any staff changes on busses and/or relocation of employees to new pick-up points.
• Oversee that clinic receives monthly DMR figures.
• Oversee that all periodical and follow-up medicals are arranged and communicated.

MINIMUM QUALIFICATIONS REQUIRED

• Grade 12 or NQF level 4 equivalent
• Diploma in Human Resources Management or related (NQF Level 6).
• Computer literate

PREFERRED QUALIFICATION

• Degree in Human Resources Management or equivalent (NQF 7).

MINIMUM EXPERIENCE AND KNOWLEDGE REQUIRED

• Up to 6 years’ experience.
• Mining experience is preferential.
• SAGE X3 experience advantageous.
• Knowledge of relevant legislation
• Planning, organizing and coordination skills
• Ability to work without Supervision

ATTRIBUTES

• People focused & embraces diversity
• Assertive
• Drive and enthusiasm
• Resilient
• Independent worker
• Attention to detail
• Meticulous in work execution
• Zero tolerance for errors

COMPETENCIES

• Advanced communication skills, both written and oral
• Operate multi-media equipment
• Good presentation skills
• Strong administrative skills
• Accuracy and attention to detail
• The ability to work well within a team
• Continuous improvement abilities
• Ability to work under pressure
• Reliable