Jobs 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

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Description

The successful candidate will be responsible for, amongst others, the following specific tasks:

• Prepare and improve standards related to goods presenting as biosecurity threats at the Ports of Entry.
• Conduct horizon scans for emerging biosecurity threats to South Africa. Provide inputs into biosecurity capacity building programmes.
•  Assist with biosecurity project support.
• Provide technical support and advice to the Environment division within the BMA.
•  Ensure data management, monitoring and evaluation, and research for the effective provision of Environment biosecurity management in the BMA.
• Data analysis of port biosecurity interventions.
• Build and maintain effective internal and external stakeholder relationships for the purpose of expectations management, knowledge sharing and integration. Attend industry related forums, conferences, and workshops to gain industry insight for the purpose of business improvement.
• Support the implementation of timeous communication on relevant information and legislation to the Ports of Entry.
• Represent and participate in the BMA’s committees and tasks teams.
• Support advocacy activities on environmental-related matters by engaging and collaborating with relevant stakeholders.
• Assist in facilitating stakeholder liaison engagements.
• Provide technical inputs into the Operational risk register (AOP).
• Support the development and review of biosecurity risk profiles.
• Monitor changes in the regulatory environment and ensure that appropriate operational controls are implemented to address new requirements

Knowledge

• Knowledge of the South African Constitution.
• Knowledge of the Border Management Authority Act.
• Understanding of legislation and prescripts applicable prevention and management of Alien and Invasive Species
• Knowledge of applicable international Conventions relating to Alien and Invasive Species.
• Knowledge of the Public Service Act and Regulations as well as the Public Finance Management Act.
• Knowledge of the National Treasury’s Risk Management Framework.
• Understanding of biosecurity risks associated with Ports of Entry, including passenger baggage, cargo, mail, consignments and other potential pathways for the introduction and spread of AIS.
• Knowledge and understanding of AIS prevention, detection, identification, interception and management measures.
• Knowledge of relevant NEMBA, Alien and Invasive Species Regulations, AIS Lists and applicable environmental/biosecurity prescripts.

Requirements

Minimum requirements

• Grade 12
• An Undergraduate qualification at NQF 7 as recognised by SAQA in Natural / Biological Sciences / Environmental Management / Environmental law or a similar area.
• A minimum of 5 years' experience in a specialist role in Alien and Invasive Species (Biosecurity) management.
• Proven knowledge and practical application of biosecurity measures, including the inspection and management of alien and invasive species at ports of entry.
• Ability to identify and assess emerging Alien and Invasive Species (AIS) threats, potential pathways of introduction and spread, and relevant national and international biosecurity trends.
• Demonstrated experience working at a Port of Entry.
• Computer literacy, particularly Microsoft Office applications (MS Word, Excel, PowerPoint and Outlook).
• Will be required to travel nationally and internationally.
• Flexibility in working hours will be required to meet the demands of the role.
• May be required to work overtime.
• Valid driver’s License.

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Description

The successful candidates will be amongst other be expected to:

Employee Health & Wellness Management

• Promote the Employee Health & Wellness Programme (EH&WP) within the BMA.
• Implement BMA Wellness Management programmes.
• Implement Health and Productivity programmes.
• Implement Departmental HIV and AIDS and TB Management programmes.
• Implement Safety, Health and Environmental Quality (SHERQ) duties that relates to EH&W.
• Provide administrative support relating to Employee Health & Wellness Programmes.
• Compile reports relating to EH&W functions.
• Adhere to all College Policies.
• Provide Effective and efficient administrative support in the implementation of Employee Health and Wellness strategic framework;
• Assist with the implementation of health and wellness policy for the BMA.
• Assist with conducting Health and wellness surveys.
• Coordinate Health and Wellness programme based on the Health Wellness survey.
• Assist in the Implementation of initiatives arising from the survey.
• Coordinate all logistical arrangements for workshops on Health and Wellness programmes to create awareness and support.
• Provide support in the implementation of Employee Wellness programme services; Promote psycho-social wellness of employees in the BMA.
• Provide interventions to mitigate absenteeism.
• Provide awareness and education on the Health and Wellness issues.
• Monitor programmes to manage lifestyle diseases and Health risks.
• Interact with and monitor service providers.
• Provide effective and efficient administrative support in the mitigation of the impact on HIV/AIDS, TB and STI epidemic in the college.
• Mainstream HIV/AIDS, TB and its gender and rights.
• Ensure the reduction of the number of HIV infections through compressive HIV prevention.
• Ensure that people living with HIV, STIS and TB remain within the health care system and are adherent to treatment and maintain optimal health and wellness.
•  Provide logistical support in commemoration of HIV/AIDS, STI and TB events in accordance with the nation strategic plan; 
• Coordinate body mass index/ obesity screening. Coordinate cardiovascular disease screening. Coordinate voluntary HIV counselling and testing. Coordinate diabetes and glucose screening; and Coordinate STD health and other health related challenges affecting employees.
• Provide effective and efficient administrative support;
• Ensure Employee’s files are updated and kept confidential.
• Handling of routine enquiries from employees, including external stakeholders

Risk and Compliance 

• Assist with the submission of mandatory reports and information.
• Prepare reports by collecting information for the Manager.
• Co-ordinate and compile the department’s monthly and quarterly reports. Edits and proofreads reports and presentations.
• Track commitments, report deadlines and manage follow-ups.
• Ensure all documents are filed according to company policies and procedures.
• Process all documentation according to BMA policies and procedures as well as document control principals, within specified set time frames to ensure compliance.
• Assist in identifying and adhering to fraud controls, risk prevention principles, sound governance and compliance processes, and tools to identify and manage risks.
• Support and provide evidence to all internal and external audit requirements.
• Maintain quality risk management standards in line with relevant requirements.
• Maintain and enforce all related Service Level Agreements to minimise business risk and ensure business continuity.
• Adhere to all relevant laws, policies and Standard Operating Procedures throughout the organisation.

General Administration 

• Coordinate and provide administrative duties in the business unit such as, receiving telephone calls, correspondence and emails and flagging them as required.
• Develop, maintain and update the business unit’s annual meetings planner.
• Coordinate the business unit’s meetings and preparation and ensure that all invitations, logistics, minutes and relevant agendas and material are provided.
• Assist with the coordination and compilation of reports for the business unit for review and submission.
• Assist in the capturing of relevant information and maintaining the database for the business unit, ensuring data integrity.
• Monitor payments for Unit related activities.
• Maintain costing information.

Stakeholder Services 

• Liaise with 3rd Party providers to ensure effectiveness and efficiency of the service provided.
• Respond to enquiries by gathering, analysing, summarising, and interpreting data.
• Provide general support and assistance on any other Health and Wellness related deliverables.
• Promptly and attentively respond to customer requests and queries within established parameters and timeframes.
• Conduct induction and training workshops as and when needed.
• Liaise with internal and external stakeholders
• Communicate and liaise with employees concerning Health and Wellness queries.

Requirements

Minimum Qualifications:

• Grade 12 (Matric)
• Undergraduate qualification at NQF 7 as recognised by SAQA in psychology/social worker. 

Minimum Experience:

• 4 years’ experience in the field of Employee Health & Wellness, at supervisory level.

Knowledge: 

• Knowledge of integrated Employee Health and Wellness management.
• Understanding of Wellness Management including psychosocial, physical, and organisational wellness.
• Understanding of HIV/AIDS and TB Management in the workplace.
•  Understanding Safety Health Environment Risk Quality Management including processes of COIDA.
• In-depth knowledge in conducting counselling.
• Understanding of special programmes such as Gender and Disability.
• Knowledge and understanding of research methods.
• Knowledge and understating of the application of Public Service legislative framework (PSA, PFMA, LRA, PSR etc.
• Knowledge and understanding of bargaining process and dispute resolutions.
• Basic knowledge of Health and Wellness policies, processes and systems.
• Border Management Authority Act, No 2 of 2020.

Professional registration or license requirements: 

• HPCSA/SACSSP/ will be advantageous.

Other requirements:

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