Job Purpose
Under the supervision of the Senior Human Resource Information Systems Officer, the Human Resource Information Systems Officer is responsible for supporting the population and maintenance of HR information/data into ICT technical solutions/applications such as MyHR+ to foster efficient administration of service records and related accountabilities.
Key Outputs:
- Individual Human Resource Records created, updated and maintained
- Staff List updated
- 50 – 64 List of Employees prepared and maintained
- Schedules of qualification and work history created and updated
- MyHR+, E-Census and the Public Employee Pension Administration System (PEPAS) populated updated and maintained
- HR data prepared
- HR data security and privacy maintained
- Annual/Quarterly/Monthly performance reports prepared
- Individual work plans developed
Key Responsibility Areas:
Technical/Professional Responsibilities
- Creates, updates and maintains physical and electronic Human Resource records for each employee based on formal directives from the Staffing section;
- Assists in updating Staff List in relation to appointments, acting appointments/assignments, operation of new, reclassified or upgraded post(s) approved by the Ministry of Finance and the Public Service;
- Assists in adjusting Staff List in respect of resignations, terminations, pre-retirement leave, retirement, death and name changes;
- Prepares and maintains a list of employees between the ages of 50 – 64 years old to aid in the strategic human resource and retirement planning;
- Prepares and distributes updated Divisional list(s) to Heads of Sections/Directors;
- Verifies that the information relating to the Ministry of Justice are correct in the Civil Service Establishment Act;
- Prepares and submits documents to the Post Operation Committee (Ministry of Finance and the Public Service) for inactive positions to be reactivated;
- Creates and updates schedules of qualification and work history for staff members;
- Prepares and submits Annual Reports/Listings such as Personal Emoluments Budget, Allowance Listings and Post Audit Report;
- Populates, updates and maintains optimal function of the organizations internal HR information services systems, which may include database management relating to MyHR+, E-Census and the Public Employee Pension Administration System (PEPAS) and related systems;
- Assists with the acquisition of complex HR data reports, summaries, and logs requested by senior executives and HR staff.
- Maintains data security and privacy requirements, and report irregularities or breaches to senior HR executives;
- Provides accurate information and sound technical advice to internal and external customers;
- Maintains knowledge of trends and developments in data management and security, HR technology, and HRIS applications;
Management/Administrative Responsibilities
- Develops Individual Work Plans based on alignment to the overall plan for the section;
- Participates in meetings, seminars, workshops and conferences as required;
- Prepares reports and programme documents as required;
- Maintains customer service principles, standards and measurements.
Human Resources Responsibilities
- Contributes to and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Branch’s and organization’s goals;
- Assists with the preparation and conducts presentations on role of Unit for the Orientation and Onboarding programme.
Other Responsibilities
- Performs all other duties and functions as may be required from time to time.
Performance Standards:
- Individual Human Resource Records created, updated and maintained in accordance with emerging HR thinking, SHRMD policies, the Public Service Regulations and timeframes;
- Staff List updated in accordance with emerging HR thinking, SHRMD policies, the Public Service Regulations and timeframes;
- 50 – 64 List of Employees prepared and maintained in accordance with emerging HR thinking, SHRMD policies, the Public Service Regulations and timeframes;
- Schedules of qualification and work history created and updated in keeping with agreed standards and timeframes;
- MyHR+, E-Census and the Public Employee Pension Administration System (PEPAS) populated updated and maintained in accordance with emerging HR thinking, SHRMD policies, the Public Service Regulations and timeframes;
- HR data prepared are evidence-based and presented in agreed formats and timeframes;
- HR data security and privacy maintained in keeping with established standards and timeframes;
- Annual/Quarterly/Monthly performance reports are prepared in accordance with agreed format, are accurate and submitted on time;
- Individual Work Plan developed in conformity to established standards and within agreed timeframes;
- Confidentiality, integrity and professionalism displayed in the delivery of duties and interaction with staff.
Required Competencies:
Core Competencies
- Oral Communication
- Written Communication
- Integrity
- Team Work & Cooperation
- Initiative
- Compliance
- Time Management
- Interpersonal
- Adaptability
- Customer and Quality Focus
Technical/Functional Competencies
- Human Resource Management
- Presentation and Reporting
- Problem Solving and Decision Making
- Technology Savvy
- Use and Application of Technology
Key Competencies
- Knowledge of the principles of public sector management;
- Sound knowledge of Human Resource Information Systems principles and practices;
- Working knowledge of statutes, legislations, regulations policies and procedures administered by the SHRMD;
- Working knowledge of the Public Service Regulations
Minimum Required Education and Experience
- Associate Degree in Human Resource Management, Management Studies, Public/Business Administration, or related social sciences;
- Two (2) years’ experience in a Human Resource Management environment.
Authority:
Specific Conditions associated with the Job
- Work will be conducted in an office outfitted with standard office equipment and specialized software.
- The environment is fast paced with on-going interactions with critical stakeholders and meeting tight deadlines which will result in high degrees of pressure, on occasions.
- May be required to travel locally to attend conferences, seminars and meetings.
The Ministry of Justice thanks all applicants for their interest, but only those shortlisted will be contacted.
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