Openings at Mintek

OPERATIONS:

Data Integrity Project 

• Maintain the employee master data, throughout the employee life cycle from joining to leaving, while adhering to the relevant policies, procedures and relevant legislation.
• HR Information System updates- Employee on-boarding, promotions, transfers, contract renewals, terminations, changes in conditions of employment, leave administration.
• Document processing, data capturing, and filing to ensure we record all employee transactions.
• Improve administrative procedures and documentation (contribute to the improvement of internal systems and procedures, other input towards payroll calendar management)
• Assist with time, attendance and leave  administration requirements.
• Ensure employee data complies with reporting  requirements, such as EE/ BEE/ DoL, Remuneration Analysis. 
• Maintain a meticulous and updated employee filing system for all employee movements.

Benefits Administration Processes

• Work in collaboration with benefit administration consultants to ensure that the company and employees are well advised on legislation developments pertaining to pension, medical and risk benefits matters.
• Ensure that employees have access to, and receive Employee Benefits Advisory Services.
• Administer benefit claims as per policies and regulations.
• Update employee files with the latest beneficiary information ( manually and electronically).

Governance and Risk

• Ensure compliance with the internal audit requirements of the organisation.
• Ensure compliance with the policies and procedures in order that the division gets clean audits.
• System compliance with data security and privacy requirements – POPI ACT.

Legislative Requirements 

• Interpret and apply statutory regulations and maintain HRIS system data changes (Employment Equity, Management Control –BEE Act, Basic Conditions of Employment  etc.).
• Advice and guide managers and staff on company policies relating to conditions of employment when necessary such as leave administration, time management, overtime administration, pension fund, medical aid, risk benefits, and related claims etc.  
• Maintains compliance with all the relevant employment laws and regulations, and recommended best practices; reviews policies and practices to maintain compliance (employee life cycle –data management.
• Maintaining the integrity of Employment Equity Reports – and assist with Statistical Equity Reporting & BEE Reporting.
• Facilitate audits/verifications by providing records and documentation to auditors/ BEE /DoL/verification officers Keep files/documents - injury on duty claims and relevant documentation submitted to the Compensation Commissioner by SHEQ and Occupational Health.

 Reporting 

• Assist the various departments with aggregated and analysed data / reports according to stakeholder specific requirements, adhoc reports, monthly, quarterly and annually.
• Develop and maintain ad hocs reports to provide HR and other stakeholders with timely and accurate data.
• Report on Absenteeism, Sick Leave ( moved to Information Systems).
• Report on Employee Movements – Terminations, Hires,  Movements and other relevant changes.
• Provide regulatory reports BEE, EE, and Remuneration Analysis, Leave Management.

 People Development

• Contribute towards guiding, coaching and mentoring the interns in the department.  

CUSTOMER SERVICE:

Provide Support Services 

• Assisting staff with Employee Information related queries.
• Providing Support with Employee Self Service Portal (ESS), and Manager Self Service Portal (MSS)
• Providing information for monthly, quarterly and yearly statistics for various stakeholder reporting requirements
• Efficient processing of benefits during on -boarding, information updates, and withdrawals for pension fund, medical aid, death and disability claims, etc.
• Conduct monthly/ quarterly induction presentations for new employees.
• Coordinate onsite presentations for medical aid, risk benefits, financial planning, etc.

PROCESSES: 

 Absenteeism

• Ensures implementation of Mintek policies and procedures regarding absenteeism. Monitors trends on absenteeism through utilising the HR systems (PaySpace, IFS and T&A) and forwards reports to managers and supervisors for follow up and action.

Administration 

•  Maintains  employee master data, throughout the employee life cycle from joining to leaving, while adhering to the relevant policies, procedures and relevant legislation.
•  Ensures HR admin deadlines related to employee hire, termination and movements  are met at all times
• Inputs of employee related data into HRIS (PaySpace, IFS and T&A), through  verification, scrutinizing and ensuring pre-approval alignment to policies and procedures before capturing.
• Verifies and approves all HR administration data and supporting documentation received viz appointments, terminations, salary increases, promotions, leave, PAR, terminations etc and forwards to HR & Admin Systems Controller for processing (daily).
• Ensures readily and accessible electronic and manual  HR records are maintained.
•  Verifies and approves all HR administration data and supporting documentation received viz appointments, terminations, salary increases, promotions, leave, PAR, terminations etc and forwards to HR & Admin Systems Controller for processing (daily).
• Ensures that the asset register is signed and approved by the relevant stakeholders before employee termination is effected.
• Ensures document control and adherence to workflow processes.
• Updates HR admin control registers and files - submits input for approval and forwards to finance and payroll for processing.

  Audit

•  Interact with relevant HR section and Payroll to ensure clean audit process; ensures compliance to audit findings and corrections are actioned within stipulated timeframe.
• Support the internal and external auditors in verification of discrepancies and queries related to HR administration.

Business processes and workflow

• Assists in analysing HR business processes, workflow and documents accordingly.
• Give inputs into  policies and procedures.

Filing 

•  Ensures an up-to-date and accurate filing system is maintained for HR admin at all times- both manually and electronically.
•  Filing - ensures satisfactory filing and retrieving of documentation
•  Filing - files all documents on personal files and ensures accurate and up-to-date information on personal files at all times.

Overtime

• Opens and closes overtime claim sheet for Division to complete and informs accordingly.
• Verifies overtime pre-authorised with actual claimed - notifies line managers, employee and HR Systems Controller if 40 hours are exceeded and if overtime was not pre-authorised.

  Leave management

•  Verify and audit maternity, sick, annual leave applications, cross checking with employment contracts, policies, and legislation.
• Controls and checks data for leave and sick leave; capitalisation of leave, unpaid leave, special leave etc and that these are accurately captured on system.
• Verifies leave input and requests - notifies line management and employee if not approved. Ensures availability and accrual of entitlements.

Policies and procedures 

• Inputs towards updating of Policies and procedures - maintains and updates HR Administration according to policies and procedures updates  utilising  Ms Word, Excel  in prescribed formats. Maintains and updates HR databases, Shared Drive accordingly. Liaises with the  HR  Multiple Disciplinary Teams  to ensure annual revision.
• Participate in policy and procedure reviews.
• Conduct  administrative functions and  ensure up-to-date knowledge of the HR administration processes, as well as all conditions of service.

Queries and complaints management

• Handle employee queries and complaints regarding HR administration.

  Reports

•  Compile and submit HR admin reports - (monthly, quarterly).
• Draws relevant reports from HRIS (PaySpace, IFS and T&A)   Reports - draws relevant reports from HRIS (PaySpace, IFS and T&A).

HRIS Systems 

• Maintains master data (PaySpace, IFS and T&A).
• Processes total package changes, new appointments, resignations, changes in status, promotions etc.
• Processes hourly rates for contract/temporary/fixed term employees; ensures valid contract approval before processing.
• Completes return on attendance reports (weekly) and forwards to HR System Controller and Head: HR Administration, follows up on Divisions not returning weekly attendance reports.
• Runs attendance reports and forwards to Divisions (monthly).
•  Verifies and processes attendance reports returned from Divisions (monthly), records findings and submits report to HR Systems Controller and informs  Head: HR Shared Services if any discrepancies /anomalies, before forwarding to Payroll for processing.
•  Verifies monthly interface file for payment - permanent and casuals. Verified information processed by Divisions. Clears all rejections and submits for approval before releasing to payroll for payment.

Minimum requirements

Education:

Minimum:

• B degree in Human Resources or relevant field.

Ideal: 

• Practical Experience of Payroll Administration or Training in a Payroll Administration
• Certificate in Payroll Administration.

Experience:

• 3-5years' experience working with HR information systems & Payroll Inputs.
• In-depth knowledge of HR business processes.
• In-depth knowledge of Employee Master Data Administration, Remuneration and  Benefits.

Training:

Minimum:

• Competent User of Pay Space, IFS, Time and Attendance, Intermediate Ms Office (importantly excel), HR, Leave, Payroll Information System modules.
• External Candidate - Payroll module, Employee Master Data module, Time & Attendance, Leave Administration, Excel.

Ideal:

• Functional reporting skills.

Legal:

     Minimum: 

• Basic Conditions of Employment, HR Policies and Procedures, Payroll and Leave Management, Time and Attendance, Labour Relations Act, BEE Act, POPI, Employment Equity Act, Skills Development Act. 

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QUALIFICATIONS:

Excellent academic record (academic average of 60%) and have completed a Degree from NQF level 7 in the following fields:

• Metallurgical Engineering,  
• Chemical Engineering,

PROSPECTIVE INTERNS MUST SUBMIT THE FOLLOWING DOCUMENTS AS ONE DOCUMENT:

• Curriculum Vitae;
• Certified academic record;
• Copy of certified qualifications;
• ID copy

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KEY PERFORMANCE INDICATORS:

Management and execution of research projects.

• Propose and/or contribute to the strategic investment plan and implement, Contract Research and Development and other grant-funded projects (NRF, TIA, Government departments; international e.g. Horizon 2020).
• Develop written research projects proposal based on the needs of clients or specific new project ideas for innovation.
• Conduct scientific research as per scope to achieve objectives.
• Compile monthly project report progress.
•  Monitor & evaluate project milestones against billing in long-running projects (annual and multiple years).
• Manage all resources involved in a project, namely budget, people and equipment.
• Ensure the completion of projects and tasks on time.
• Compile reports of investigations in the division.
• Attend scientific workshops and conference to present research work.
• Write conference papers and journal manuscripts.
• Initiate, maintain and strengthen the new and existing local and international collaboration.

Execute daily activities of the group

• Conceptualization of research, coordinating research outputs and reports.
• Produce high quality reports, papers, book chapters and presentations.
• Supervise and co-supervise the postgraduate students and staff, MSc and PhD.
•  Initiate funding for research running cost i.e. external funding (NRF, Industry etc.) and internal funds (Science vote).
• Improve quality and efficiency of processes with the interaction of stakeholders.

Participate in proficiency testing schemes and production of certified reference material

• Actively participate in group proficiency testing schemes to ensure that desired results are obtained.
•  Participate in troubleshooting animalities and provide solutions to scientific challenges.
• Participate in the CRM production activities when required.
•  Assist in compiling data for CRM production.

Maintain and adhere to all SHEQ procedures

• Actively participates in SHEQ duties and attends all relevant meetings.
• Practices Good Laboratory Practice (GLP) by ensuring that all work areas, balance rooms and the general laboratory are kept clean.
• Strives to meet the objectives of the group by observing the quality, safety and environmental standards set out by the division.
• Works systematically and in compliance with the group’s standard operating procedures and methods to achieve accurate assays within acceptable time frames.

Minimum requirements

• Minimum: MSc in Chemistry
• Ideal: PhD in Chemistry
• At least 3 years experience in technologies domain research within an RDI environment.
• 5-10 years’ experience in the chemistry laboratory
• 5-10 years’ experience in the research outputs 
• A minimum of 5 scientific peer reviewed publications
• Minimum of 3 years of working experience in ISO 17025 accredited laboratory.
• Ability to troubleshoot instruments and commission new equipment.
• Ability to develop and maintain a quality assurance system and administration thereof.
• Professional registration (SACNASP or SACI-Corporate Member)