JOB PURPOSE
Under the general direction of the Director, Human Resource Management and Development, the Performance Management and Appraisal Systems Officer, is responsible for working collaboratively with all internal stakeholders (Line Managers, Staff and Strategic Planning Section) to support the development and monitoring of the Performance Management and Appraisal Systems (PMAS), within the Ministry of Legal and Constitutional Affairs.
KEY RESPONSIBILITIES
- Implements a performance management and improvement framework for the MLCA, that leads to the proper alignment of individual work plans with the Divisional strategic business plans to facilitate an increase in organizational effectiveness and efficiency;
- Develops and maintains customized PMAS manuals, templates, forms, policies and procedures for the Ministry;
- Reviews and assesses the PMAS with a view to identify weakness and develop appropriate solutions;
- Coordinates performance management and quality improvement capacity building for all levels of employees;
- Designs and conducts PMAS sensitization sessions within the Ministry, ensuring knowledge and importance of the PMAS;
- Collaborates with Strategic Planning Branch in the MLCA to develop an annual work plan for the oversight of the operation of the PMAS in the Ministry;
- Examines the performance management and appraisal systems to determine systematic weaknesses e.g. subjectivity, lack of proper measurement tools well as activities that do not add value to the process by;
- Prepares comprehensive PMAS compliance reports;
- Executes PMAS related initiatives in collaboration with other stakeholders;
- Participates in the Corporate and Operational Planning activities of the Ministry to gain a full understanding of the Mission and Objectives so as to inform the activities of the HRM&D Branch in providing guidance to line managers and staff in completing their individual work plans and other related requirements of the PMAS;
- Reviews the work plans and performance reports for the staff of the Ministry and ensures that work plans are properly prepared and reflect measurable performance indicators as well as align to Divisional plans;
- Monitors and evaluates the Ministry’s Performance Management and Appraisal Systems to discern achievements and weaknesses;
- Develops and maintains an organization-wide competency framework to support performance management, recruitment, and selection, and reinforce the Ministry’s core values;
- Reviews Divisional Operational/Corporate plans and individual work plans to ensure quality of content (alignment and completeness in specification);
- Provides feedback to Divisional Heads and recommends areas for improvements as it relates to Performance Management;
- Reviews and advises the Director HRM&D on the implementation of remedial and corrective action to address poor performance;
- Reviews and addresses all PMAS grievance that may arise;
- Recommends PMAS corrective action and related procedures specific to situations that may arise;
- Recommends approaches to the execution of PMAS interventions;
- Develops customized PMAS material for employee orientation session;
- Provides training in collaboration with HRD Section for newly appointed manager, supervisors with respect to their responsibilities under the PMAS;
- Provides coaching, guidance and information on PMAS related issues to all staff including managers and supervisors;
- Designs and implements mechanisms that ensures eligible staff for an increment/award is identified, and the relevant personnel notified in the stipulated timeframe;
- Puts in place systems that will recognize employees’ improvements;
- Generates the relevant reports that will facilitate employee increment payment, development and recognition;
- Plans and coordinates the performance recognition and reward activities/events for the Ministry;
- Keeps current with emerging HR changes, legislative and industry requirements to deliver high level support.
- Management/Administrative Responsibilities
- Manages the development of the Section’s Unit Plan, Budget and Individual Work Plans;
- Represents Director, Human Resource Management and Development at meetings, conferences, workshops and seminars.
- Human Resources Responsibilities
- Provides leadership and guidance through effective planning, delegation, communication, training, mentoring, coaching and discipline;
- Evaluates and monitors the performance of staff in the Section and implements appropriate strategies;
- Coordinates the development of individual work plans and recommends performance targets for the staff assigned;
- Participates in the recruitment and training of staff of the Branch;
- Recommends training, promotion and approves leave in accordance with established Human Resource Policies and Procedures;
- Identifies skills/competencies gaps and contribute to the development and succession planning for the Branch to ensure adequate staff capacity;
- Ensures the well-being of staff supervised;
- Effect disciplinary measures in keeping with established guidelines/practices;
- Maintains customer service principles, standards and measurements;
- Identifies and incorporates the interests and needs of customers in business process design.
Other Responsibilities
- Performs all other duties and functions as may be required from time to time.
REQUIRED COMPETENCIES
- Excellent oral and written communication skills;
- Good interpersonal skills;
- Excellent customer relations and quality focus skills;
- Good planning and organizing skills;
- Excellent problem solving, analytical and decision-making skills;
- Excellent time management skills;
- Excellent leadership skills.
MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE
- Bachelor’s Degree in Management Studies, Human Resource Development/Management, Public Sector Management, Public/Business Administration, or a related discipline;
- Three (3) years’ experience in a Human Resource Management environment in the Public Service.
The Ministry of Legal and Constitutional Affairs thanks all applicants for their interest, but only those shortlisted will be contacted.
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