Human Capital Administrator X2 at Development Bank of Southern Africa (DBSA)

Job Description    

• Responsible for performing end-to-end HC administration, advisory services and support to the HC Team and business.
• The key performance requirements are summarised below.
• Provide HC administration support for a wide range of HC activities, amongst others:
• Recruitment & Selection: Preparation of documents for recruitment approval, compiling and distributing interview packs, scheduling interviews, co-ordination of employment checks and assessments, recruitment system administration, queries, generation of offer documents, proforma payslips and other administration support.
• Onboarding: Compile pre-hire packs and assist new hires to complete the required documents.
• Off Boarding/Exits: Compile termination pack, communicate terminations to key stakeholders, draftacknowledgment of debt letters and obtain required approvals

Key Responsibilities    
HC Administration:

• Changes in employment information: Provide support with regards to changes in reporting lines,
• banking details, benefit administration, transfers and promotions.
• Generate HC letters for employees in terms of as contract expiration, probation periods, confirmation of employment, visa’s, etc.
• Submission to Payroll: Prepare all the required submissions for Payroll processing within agreed deadlines.
• Procurement: Accurate and timely processing of invoices on SAP Procurement.
• Records Management: Keep accurate employee records and submit all relevant documents to
• Records Management for record keeping.
• Employee Benefits: Provide administrative support for medical aid, provident fund and other employee benefits as required.

HC Advisory and Support

• Conduct first line advice and support to employees in respect of queries, information and on policies
• and procedures. Refer to the relevant personnel where required.
• Prepare presentations, reports, information, trends, analysis and dashboards for the HC Team.
• Conduct recruitment and selection for support and other jobs as required.
• Lead and or take an active part in HC projects and provide support and/or coordination thereof.
• Accountable for dealing with personal and sensitive information of employees that always
• necessitates confidentiality.
• Perform any other HC administration and support as required.

Key measurements of outputs

• Quality and accuracy of documents prepared for employee-related processes
• Quality and accuracy of presentations, reports and dashboards
• Quality of knowledge, advice and application of HC Policies and processes
• Standard of advice and support provided to employees
• Deadlines are met as per agreement
• Contribution to HC projects
• Accurate record keeping
• Clean audit
• Expertise & Technical Competencies   

Minimum requirements

• A degree in Human Resources or relevant field.
• 3 to 5 Years’ experience in HC Administration (full employee life cycle from recruitment, onboarding to offboarding)
• Proven experience in providing first-line advice and support to employees on HC matters.
• Evidenced knowledge of the recruitment, disciplinary management and other HC processes.
• Demonstrated ability to generate effective Human Capital Reports, Presentations, Dashboards using HC SAP and other sources of information.
• Proven understanding of the Basic Conditions of Employment Act, the Labour Relations Act and general HC practices.
• Demonstrated proficiency in SAP HC, Microsoft Word, Excel & Powerpoint.
• Experience working on a recruitment management system.
• Proven ability to produce quality documents without supervision.
• Evidenced ability to multi-task and plan accordingly.
• Demonstrated ability to communicate and work with different levels of staff in the organisation.

TECHNICAL COMPETENCIES

Detail Orientation:

• Reviews all relevant information or aspects of a situation before taking action or making a decision.
• Pays close attention to details that are important to others to make sure they are right.
• Verifies that work has been completed according to the standards and procedures.

Policies and Procedures:

• Has specialist knowledge of Human Capital Legislation, Policies & Procedures. 
• Is capable of measuring consistency of policy application.
• Knows how to conduct post-implementation analysis and recommend appropriate changes to policy and procedure.

Planning and Organising:

• Uses time management procedures effectively.
• Can exercise independent judgement regarding all planning and organising issues.
• Uses specialised software to plan and manage own time.
• Plans and manages multiple priorities and deadlines.

Recruitment and Selection:

• Basic knowledge and understanding of recruitment and selection policies and procedures.
• Ability to undertake recruitment and selection tasks and activities with guidance, e.g., drafting and
• placing advertisements, reviewing applications, arranging interviews, onboarding successful candidates etc.

Written and Verbal Communication:

• Writes clearly and concisely simple work-related documents.
• Expresses simple ideas clearly in writing.
• Understands enough to independently handle most tasks in this area most of the time but is supplied
• with direction for work objectives.
• Able to explain simple procedures or instructions to others, in a clear way.
• Uses limited range of words to meet simple spoken needs.
•  

Employee Affairs:

• Able to apply basic understanding of employee's affairs processes and policies (e.g. work permits,
• benefits, pensions, insurance etc) and able to answer straightforward queries by managers/employees.

Computer Literacy:

• Consistently uses relevant office software products such as word-processing, spreadsheet,
• presentation, and email packages to an acceptable standard for the job.
• Has the ability to use standard and/or program-specific the organisation databases, and merge / import
• data from one program to another.
• Adapts method of working to accommodate changes in the technological developments.

Required Personal Attributes    
BEHAVIOURAL COMPETENCIES

• Customer Service Orientation:
• Tries to understand the underlying needs of customers and matches these needs to available or
• customized products and services.
• Adapts processes and procedures to meet on-going customer needs.
• Utilises the feedback received by customers, in order to develop new and/or improve existing services/
• products that relate to their on-going needs.
• Thinks of new ways to align offerings with future customer needs.

Self-Awareness and Self-Control:

• Withholds effects of strong emotions in difficult situations.
• Keeps functioning or responds constructively despite stress.
• May apply special techniques or plan of time to manage emotions or stress.

Strategic and Innovative Thinking:

• Experiments with new approaches, tests scenarios, questions assumptions and challenges
• conventional thinking.
• Creates new concepts that are not obvious to others, leveraging internal and external sources of
• information, to build incremental revenue and growth opportunities.

Driving Delivery of Results:

• Sets challenging goals that will have a significant impact on the business or support the organisational strategy.
• Commits significant resources and/or time to ensure that challenging goals are achieved, while also
• taking action to mitigate risk.

Teamwork and Cooperation:

• Acts to promote a friendly climate and good morale and resolves conflicts.
• Creates opportunities for cross-functional working.
• Encourages others to network outside of their own team/department and learn from their experience.