JOB PURPOSE
To work in conjunction with the Business to:
- Identify, design and specify application solutions that meet business requirements and achieve business benefits.
- Facilitate the implementation of identified solutions utilizing recognized project management methodologies.
- Support and maintain existing application solutions in the Business to ensure optimal use of the solutions.
KEY RESPONSIBILITIES
SAP HCM Monthly Maintenance Life Cycle
- Assist the Support Team to resolve calls related to Human Resources (Organizational Management, Personnel Administration, Payroll South Africa, Time and Attendance, Leave and absence management, Learning, Performance Management and system integration interfaces) requests across Vector Logistics Business Units.
- Coordinate the monthly system maintenance life cycle from receiving a helpdesk ticket, through the steps of problem analysis, root cause analysis, system config analysis, solution implementation, unit testing, user acceptance tests, change management and system updates.
- Lead the team in the monthly action list work sessions by determining priorities based on urgency and importance along with the relevant business owners and specialist users.
- Analise business requests to provide clear problem definitions and liaise with necessary technical experts/external consultants to resolve technical system issues related to the SAP HR Module.
- Guide the business and technical teams to provide sustainable solutions and system changes in line with the internal guiding principles and templates.
- Manage the ERP Landscapes to ensure continuous alignment between Development, Quality Assurance and Sandbox systems.
Modern Worker Environments Management
- Intranet solution design (including change requests), ensuring that strategies, policies, standards and best practices are applied correctly and consistently
- HR Talent Management solution design (including change requests), ensuring that strategies, policies, standards and best practices are applied correctly and consistently
- HR Org Chart solution design (including change requests), ensuring that strategies, policies, standards and best practices are applied correctly and consistently.
- Workflow solution design (including change requests), ensuring that strategies, policies, standards and best practices are applied correctly and consistently.
External Services Management
- Monitor and ensure alignment of external services as specified in the contract agreement.
- Build and maintain healthy relationships with the relevant service providers.
- Ensure contract agreements are in place and up to date.
- Cost management and on time invoice payments are as per the agreement and approved purchase orders.
HCM Legal change updates.
- Manage the project to update the SAP system patches and payroll legal change patches for August and February tax submissions.
- Liaise with the Business experts, technical consultants, and application consultants to ensure that the patches are applied correctly and in line with legal and business expectations.
- Coordinate and oversee the user acceptance tests and sign off.
- Create go-live plans and coordinate the teams’ activities during the go-live.
Technical Expertise
- Provide ongoing advice and support on best practice to ensure continuous improvement within business systems and applications.
- Develop specialist knowledge of HR Systems, identify opportunities to deliver best value solutions to make recommendations to the Applications Manager.
- Identify opportunities to deliver best value solutions and make recommendations to the Applications Manager regarding the best use for applications applicable to HR processes.
System Opportunity Identification
- Support the Applications Manager and the Business in identifying IT application solutions to address key Business requirements within the following Human Resources functions: Organizational Management, Personnel Administration, Payroll South Africa, Time and Attendance, Leave and absence management, Learning, Performance Management and data interfaces.
- Quantify savings and efficiencies related to these opportunities and draw up Business Case documentation for submission to the Applications Manager.
Application Development, Enhancement, and Implementation
- Serve as a liaison between the Business and technical consultants to ensure the implementation of identified system enhancements for all HCM related processes.
- Review and analyze technical specification documents prior to sign off by the Applications Manager and handover to developer(s).
- Execute on IT systems implementation projects.
- Meet with relevant Business representatives to establish, understand, and document detailed business requirements to be met by the project.
- Compile and agree a scope definition document as well as functional specification document and ensure that full sign off is achieved prior to implementation.
- Assist with the calculation of the business case and return on investment with relevant Business users and stakeholders.
- Prepare the project plan by engaging all relevant parties.
- Plan for project-related hardware and software requirements by liaising on an on-going basis with the infrastructure and technology teams.
- Compile and store project documentation (including business process flow charts, functional- and technical specifications, end user training material and project plans).
- Ensure constant communication with developers and full testing of the solution and identify and resolve problems or constraints prior to user acceptance testing.
- Work in conjunction and communicate with the Business to implement the system.
- Report on the realization of the Business case and identified KPI’s.
- Provide post-implementation support to all end-users.
- Prepared to take on the Team Lead role during project implementations.
SAP User Profile Maintenance
- Communicate with GRC team to assist with creation and maintenance of user profiles in SAP in keeping with risk and audit standards.
- Authorize user access for new and existing users via the User Authorization Request (UAR) workflow.
- Assist with resolving user profile audit queries
System Auditing
- Conduct regular system compliance audits and health checks for HR systems.
- Report on system non-compliance by users to the Applications Manager.
- Identify and highlight business risk to the Applications Manager because of non-compliance.
- Recommend compensating controls to the Applications Manager
- Follow the internal IT Governance Controls to ensure audit compliance.
Reporting
- Do requirements analysis and functional specification for any new report development that is requested by business.
- Maintain and proactively enhance reports.
- Work closely with the Data insights team to ensure data flow from all ERP systems to data warehousing and BI platforms are correct and validated.
- Understand the dashboards and reporting, source data to guide business in using these effectively for decision making.
- Support the technical and BI teams with data modelling and architecture design.
Integration Coordination
- Work closely with the rest of the Vector teams to address integration areas where HR data is shared with other applications (HR and non-HR systems).
- Follow and adhere to the company polies, Protection of Personal Information Act (POPIA), Promotion of Access to Information Act (PAIA).
QUALIFICATIONS, SKILLS AND EXPERIENCE REQUIRED FOR THE ROLE
Qualifications and Experience
- 3 year Bachelor Degree or 4 year Diploma in Information Technology.
- More than 4 years’ experience in a Business Analyst role within the information technology environment. (SAP ECC 6 with HCM, Microsoft 365 and web-based applications)
- Demonstrated success in team leading and managing projects relating to superior performance and continuous improvement.
- Valid Code EB drivers' license
Skills and Competencies
- Exposure to the following system will be an advantage: HR Interfaces, BesTime Time and Attendance system, workflow systems, Cornerstone (Recruitment, Learning and Performance Appraisals), Power BI, SAP BI, SharePoint, SAP products – Query Manager, Data Sync Manager, Variance Monitor, Siamese.
Knowledge
- Cost accounting principles and practices
- SAP R3 and BW utilization
- Costing principles, practices and performance indicators
- Business strategies, targets, processes and economics
Skills
- Business principles
- Business Process understanding
- System analysis skills
- Excellent end user knowledge in the Human Resources processes & systems
- Demonstrate business and system knowledge (within the Human Resources functional components.)
- Demonstrate a sound basic knowledge of the PAYE tax laws and labour acts.
- SAP Payroll Process.
- SAP Time Management Process.
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Job Purpose
- Ensure effective Human Resources support to the business unit/factory through adequate delivery of HR Services, practices, procedures.
Key Responsibilities
Employee Relations
- Provide advice to line managers regarding the conduct and misconduct management processes.
- Provide advice to line managers and investigate/process disciplinary cases.
- Provide advice to line managers and investigate/process grievances.
- Review practices to ensure statutory compliance and regularly provide guidance to line managers.
- Manage the housing and SQ allocations and associated evictions.
Resourcing
- Process permissions to recruit (workflow).
- Process the offers of employment/negotiation.
- Ensure that the Resourcing process is adhered to and jobs are timeously advertised on the eRecruitment and tracked.
- Manage and conduct interviews with Line Managers and selection test and make recommendations to Line for all C Band and lower positions.
- Supervise the orientation of new employees.
- Manage probationary reviews, employee evaluations and terminations.
- Ensure that the site job profiles are relevant and up to date and where job evaluation is required necessary arrangements are made with Line Manager and HRBP.
Talent Management
- Coach Line Manager on Performance Management Process and Talent & Org Review process.
- Facilitate Consistency Reviews and Talent & Org Review meetings.
- Coordinate the performance appraisal documents and consolidate performance ratings.
- Drive the succession planning for the site/ region.
- Facilitate employment equity target setting and monitor profile.
Health and Safety Compliance
- Manage the IOD/minor injury treatment process and reporting.
- Assist Risk Officer in monitoring IOD cases.
Organisational Design
- Liaise with Line Managers to get rationale for proposed positions, draw up new proposed org and submit to HRBP for sign off.
- Manage and update business organisational structure on SAP and ensure that all structures are up to date.
- Drive change management initiatives in line with the business and organisational objectives
Training Development
- Compile training matrix from Appraisal doc.
- Facilitate HR training including adhoc refresher for employees and Line Managers.
- Drive Development Plans for all employees in C Band positions.
Employment Equity
- Drawing quarterly reports and discuss at EE meeting also using the same reports of appointments
- Drive staff profile as per agreed KPI for the site by effectively engaging and advising Line Managers.
HR Administration
- Manage new employee on-boarding process.
- Manage terminations and exit interviews.
- Manage the capturing of HR information and data into the relevant systems and assure the integrity of the data.
- Provide advice and information to management and employees on HR policies and procedures, including equal opportunity, anti-discrimination and occupational health and safety programmes.
- Advise management on work matters, career development, personal problems and industrial matters.
- Counsel employees on policies and rules relating to employment policies and programmes, and on the company’s rules and regulations.
- Prepare and process employment and personnel reports and surveys.
- Provide advice and assistance to staff members regarding possible discrimination on the basis of race, religion, non-relevant physical or mental disability, sex and age.
- Audit and draft compliant issues related to Ecowise and Capasity (5 files to be audited per month).
- Quarterly checks on allowances (e.g.: cold allowance) and compare with actual employees working in department.
- Run and analyse HR reports, and discuss with business to update monthly dash board.
Key Relationships
Internal
- Employees
- Line managers
- External
- Unions
Qualifications, Skills and Experience Required for the Job
Qualifications and Experience
- Degree in Human Resource Management
- Valid Code EB drivers’ licence
- Must have at least 3-5 years experience as a HR generalist
Skills and Competencies
- Verbal and written communication
- Able to work under pressure
- Computer literacy
- Report writing
- Interpersonal
- Negotiation
- Logical thinking
- Problem solving
- Decision-making
- Analytical thinking
- Presentation
- Administrative and organisation
- Numeracy
Knowledge
- HR principles and practices
- Employment and labour legislation
- Change Management Processes
- Business unit processes
- Health and safety policies and procedures
- HR systems
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