Human Resources Officer at FHI 360

Purpose of Role: 

• To provide wide range of day-to-day HR generalist support in relation to all HR full life cycle, Human Resource Information System (Workday, TESS & HRID), Payroll, Employee Benefits, administration, maintain employee files, update employee database on HIRS, generate reports, all in compliance with the FHI360 standards, local statutory obligations and best practice.  This will include support to the achievement of operational goals by implementing  and maintaining the human resources initiatives at an operational level in co-operation with the Associate Director in order to provide a full generalist HR function to the relevant business units/ departments.

Key Responsibility Areas:

Payroll Administration

• Collate monthly payroll documentation in line with the set deadlines and submit for payroll input onto (payroll)  VIP system.
• Administer employee benefits database and link to payroll approved portions
• Ensure compliance with South African statutory requirements on the payroll
• Maintain payroll records, resolve payroll queries and run monthly reports.

Benefits & Compensation

• Follow internal compensation guideline in collaboration with HR AD
• Assist with employee benefits including medical aid and pension fund.
• Co-ordinate separation and new starter form submissions

Leave Tracking

• Work with line managers on leave taken and run TESS reports
• Verify compensatory days with travel schedules
• Utilize TESS data to track all staff leave and utilization of TESS as tracking tool.

Maintenance of employee records

• Maintain human resources records by recording employee personal details, new hires, terminations, changes in job classifications, merit increases, performance plans, development plans; tracking vacation, sick, study and personal time.
• Keep personnel files up to date in line with Fhi360 audit requirements.
• Upload documents on the HR shared drive and SharePoint, as required

Talent Management & Orientation 

• Administer Recruitment Management System , Workday by;
• Support full cycle recruitment.
• Contribute to HR on-boarding and secure departmental participants for on-boarding

Employee Relations 

• File all employee relations notes, minutes, emails and outcomes of all seating: Informal & Formal sessions.
• Report on employee relations to HR AD and log all concerns on employee relations track sheet
• Where delegated and required, take minutes in corrective counselling sessions

HR Policies Logging

• Collate signed copies of Conflict of Interest, Code of Ethics and all HR acknowledgements of receipts and knowledge.
• In collaboration with the HR team ensure that information contained in the HR policies manual is relevant to the SA context and updated accordingly.
• Load new hire and terminate exiting employees
• Ensure timesheet adherence and troubleshoot as required.
• Ensure that payroll system information correlates with Timesheet Management System

Performance Management

• Track probation periods and set reminders for managers
• Provide advice and assistance when conducting staff performance appraisals
• Receive performance review documents for score input and submission to Associate Director and Country Representative Adjudication. 

General Administration 

• Provide administration for HR related meetings
• Ensure that contracts of permanent and temporary staff are prepared.

·Maintain up to date staff details for the Country & satellite office.

• Ensure that new employee’s forms and contracts are received and completed
• (Pension Fund, Medical Aid, etc.)
• Conduct exit interviews with exiting staff and load data on workday.
• Collaboratively work with hiring manager to ensure that they need are met.
• Resolve HR service-related queries/issues with internal stakeholders and provide feedback to Associate Director to maintain professional communication to all stakeholders.

Human Resources Information Systems 

• Manage and maintain employee day to day  data on both internal and external HR Information Systems operations:

Internal Systems 

• Workday, Sage VIP & Costpoint Deltek.

External Systems 

• PEPFAR Human Resources Inventory Database system (HRID)
• Employment Equity Online​e Reporting (EE) System
• UIF Online Services (Ufiling) system
• Accreditation and proficiency in VIP payroll modules.

Core Role Competencies: 

• Ability to deal with confidential and or sensitive information and situations in a diplomatic way.
• Strong understanding of local labour laws/legislations including LRA, BCEA, EE,SDA, OHS, and POPI.
• The ability to operate, in an environment of cultural diversity, build and sustain a culture that allows critical reflection, transparency, dignity, mutual recognition and support.
• Manage time and resources with prudence further displaying organisational abilities
• Demonstrate the ability to take initiative and execute tasks to completion.  
• Ability to pay attention to detail.