Manager: HR Administration & Systems Administration at Border Management Authority

Description

The successful candidates will be expected to perform the following:

HR Administration

• Develop, implement, review and monitor HR administration policies, procedures, controls and Standard Operating Procedures.
• Manage the end-to-end administration of the employee lifecycle, including appointments, transfers, promotions, acting appointments, secondments, contract management and confirmations of appointment.
• Coordinate onboarding administration for newly appointed employees, including the creation of employee files, preparation of induction documentation, submission of system-access requests and maintenance of employee records.
• Maintain complete, accurate, current and secure employee records in accordance with applicable records-management requirements and the Protection of Personal Information Act.
• Monitor compliance with applicable legislation, organisational policies, delegations, recruitment prescripts, internal controls and prescribed service standards.
• Continuously review and improve HR administration processes through automation, digitalisation and process optimisation.
• Manage the end-to-end administration of recruitment and selection processes.
• Create approved positions on the SAGE HR system and capture and update approved organisational structures and establishment information.
• Issue vacancy requisitions and coordinate the preparation and placement of job advertisements.
• Administer and maintain the electronic recruitment system and ensure the accurate management of applications and recruitment records.
• Provide administrative support during application screening, sifting and shortlisting processes.
• Coordinate interviews, competency assessments and related logistical arrangements.
• Administer reference checks and qualification, identity and criminal-record verification processes.
• Prepare appointment submissions, appointment documentation, employment contracts, regret letters and onboarding documents. 
• Ensure that all recruitment transactions are accurately captured on SAGE HR and that establishment information supports workforce planning, monitoring and reporting

SAGE HR Systems Administration 

• Administer, maintain and optimise the SAGE HR system.
• Manage user profiles, access rights and system permissions in accordance with approved delegations and information-security controls.
• Maintain accurate employee, position, organisational structure and other HR master data.
• Coordinate system upgrades, testing, implementation and user-acceptance processes.
• Develop and maintain system procedures, user guides and Standard Operating Procedures.
• Train, coach and support users to maximise the effective utilisation of SAGE HR functionality.
• Monitor system performance and data integrity and resolve or escalate system-related problems.
• Liaise with the SAGE service provider regarding technical support, system upgrades, configuration changes and functionality enhancements.
• Identify opportunities to automate HR processes and enhance integration between SAGE HR and other organisational systems.

HR Information Management and Reporting

• Maintain accurate, reliable and up-to-date HR information.
• Implement appropriate data-quality controls and conduct regular audits and reconciliations of HR records.
• Produce accurate HR dashboards, statutory reports, establishment reports and management information within prescribed timeframes.
• Analyse HR information and identify workforce trends, risks and areas requiring management intervention.
• Support workforce planning, organisational reporting and evidence-based HR decision-making.
• Ensure that HR information is appropriately secured, retained and disclosed in accordance with legal and organisational requirements

Customer Service and Stakeholder Management

• Provide HR administration, recruitment and HR systems advisory and support services to employees and managers.
• Manage productive relationships with internal and external stakeholders, including service providers.
• Respond to and resolve HR administration and systems-related enquiries within approved service standards.
• Communicate HR procedures, system changes and service requirements clearly and consistently.
• Monitor customer-service performance and implement measures to improve the quality and responsiveness of HR services

People Management and Leadership

• Lead, supervise, coach and develop employees within the unit.
• Allocate and monitor work to ensure the achievement of operational objectives and service standards.
• Manage employee performance in accordance with the organisation’s performance-management framework. 
• Promote ethical conduct, accountability, teamwork, innovation and continuous improvement.
• Identify staff-development needs and facilitate appropriate training and capacity-building interventions.
• Manage workplace discipline, employee relations and staff wellbeing within the unit.

Requirements

Minimum Qualifications 

• Matric (Grade 12)
• Undergraduate qualification at NQF 7 as recognised by SAQA in Human Resource Management, Industrial Psychology, Public Administration, Information Systems or related qualification

Minimum Experience

• 5 years' experience at junior management in HR Administration.

Knowledge 

• Labour Relations Act No.66 of 1995
• Basic Conditions of Employment Act No.75 of 1997
• Employment Equity Act No.55 of 1998
• Public Finance Management Act 1 of 1999
• Protection of Personal Information Act No. 4 of 2013(POPIA);
• HR Administration;
• Expert Knowledge and training on SAGE HR & Payroll;
• HR Analytics; Records Management.
• Expert Knowledge of the SAGE 300 People.

Professional registration or license requirements

• SABPP registration will be an added advantage.

Other requirements

• Flexibility in working hours will be required to meet the demands of the role.
• May be required to work overtime.
• Valid driver’s License