Director - Human Res....
Director - Human Resource Administration
Posted on :
22-02-2024
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1 Vacancy
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Job Description
Req ID : 2554340
JOB PURPOSE
Under the direction of the GovernorGeneral’s Secretary the Director Human Resource and Administration (HR&A) is charged with implementing strategies and policies related to managing and providing support to all employees of the Office of His Excellency The GovernorGeneral & Staff (‘the Office’).
The incumbent plans directs and coordinates human resource management and administration activities in order to maximize the efficient use of the Office’s human resource capabilities and delivery of support functions. These functions include recruitment selection orientation employee compensation updating and promulgating human resource policies and procedures and adhering to regulatory compliance.
The Director aligns the supply of skilled and qualified individuals as well as the capabilities of the current workforce with the Office’s Threeyear Strategic/Business Plan Oneyear Operational Plan and any other requirements such as the Government of Jamaica’s (GOJ) Performance Management and Appraisal System (PMAS).
In ensuring that the objectives of the Office are achieved the incumbent effectively aligns its human resource requirements to its reality being guided by local labour laws GOJ regulations and Staff Orders ethical business practices and net cost. This is done in a manner that maximizes as far as possible staff motivation commitment and productivity.
The Director Human Resource and Administration seeks to achieve the above by being supportive of “A culture of excellence through people performance and partnerships.’ This is realized through a team of professionals who discharge their responsibilities using ethical business practices in a manner that demonstrates commitment with high levels of accountability responsibility and documented productivity.
KEY OUTPUTS
KEY AREAS OF RESPONSIBILITY
Management/Administrative Responsibilities
Other Responsibilities
PERFORMANCE STANDARDS
REQUIRED KNOWLEDGE SPECIFIC TO THE POSITION
MINIMUM REQUIRED EDUCATION AND EXPERIENCE
Under the direction of the GovernorGeneral’s Secretary the Director Human Resource and Administration (HR&A) is charged with implementing strategies and policies related to managing and providing support to all employees of the Office of His Excellency The GovernorGeneral & Staff (‘the Office’).
The incumbent plans directs and coordinates human resource management and administration activities in order to maximize the efficient use of the Office’s human resource capabilities and delivery of support functions. These functions include recruitment selection orientation employee compensation updating and promulgating human resource policies and procedures and adhering to regulatory compliance.
The Director aligns the supply of skilled and qualified individuals as well as the capabilities of the current workforce with the Office’s Threeyear Strategic/Business Plan Oneyear Operational Plan and any other requirements such as the Government of Jamaica’s (GOJ) Performance Management and Appraisal System (PMAS).
In ensuring that the objectives of the Office are achieved the incumbent effectively aligns its human resource requirements to its reality being guided by local labour laws GOJ regulations and Staff Orders ethical business practices and net cost. This is done in a manner that maximizes as far as possible staff motivation commitment and productivity.
The Director Human Resource and Administration seeks to achieve the above by being supportive of “A culture of excellence through people performance and partnerships.’ This is realized through a team of professionals who discharge their responsibilities using ethical business practices in a manner that demonstrates commitment with high levels of accountability responsibility and documented productivity.
KEY OUTPUTS
- Strategic/Business and Operational Plan & Budget
- Performance Appraisal Process
- Human Resource & Development Plan
- Recruitment & Selection Process
- Leave Management Process
- Compensation and Benefits Management
- Staff Welfare Matters and Initiatives
- Policies and Procedure Manuals
- Disciplinary Proceeding
- Letters Memos Reports Minutes and other documents.
KEY AREAS OF RESPONSIBILITY
Management/Administrative Responsibilities
- Implements and monitors the GOJ’s Employee Performance Management System (EMPS).
- Supports the GOJ’s Performance Monitoring and Evaluation System (PMES) through the planning monitoring and evaluation process: achieving targets and delivery dates of each project through the strategic planning process.
- Supports the implementation of human resource management systems which use technology in achieving targeted results.
- Prepares and monitors the HR&A Strategic/Business Plan OneYear Operational Plan and Budget. Ensures that output is realized according to agreed and measurable targets.
- Ensures that the output is in line with acceptable standards and practices which are specific and relevant to human resource management and administration.
- Provides leadership support and control to direct reports in order to ensure that they are appropriately motivated and trained to carry out their responsibilities to the required standards.
- Supports the process of job rotation when and where possible so that Staff experiences can be enriched and become a motivating factor for learning.
Technical/Professional Responsibilities
- Develops strategies by identifying and researching human resource issues by contributing information analysis and recommendations to the Organization’s strategic thinking and direction. Establishes human resource objectives in line with organizational objectives.
- Demonstrates and builds the highest standards of ethical and moral conduct in order to promote confidence and trust in the output of the Office.
- Develops an employeeoriented organizational culture that emphasizes continuous improvement team work high performance and quality.
- Works closely with Programme Managers and provides guidance on hiring competent and responsible candidates.
- Maintains and supports approved guidelines by implementing related human resource management and administration policies and procedures.
- Compiles data related to persons acting in positions resignations transfers and retirement.
- Collaborates closely with the GovernorGeneral’s Secretary by providing him or her with reports of the future needs of the Office due to any impending changes.
- Prepares new employees for assignments by establishing and conducting orientation and training programmes as required.
- Ensures all job descriptions are uptodate and accurate.
- Maintains the optimum levels of the various categories of staff through forecasting future staffing and organizational needs.
- Establishes recruiting testing and interviewing programmes and at the same time counsels Programme Managers and Supervisors on candidate selection.
- Conducts exit interviews to identify reasons for employee termination.
- Reviews and analyzes exit interviews and recommends changes as needed to the GovernorGeneral’s Secretary.
- Periodically schedules and conducts job evaluations. Monitors and schedules individual remuneration actions. Plans and implements approved remuneration revisions.
- Ensures the planning monitoring and appraisal of Staff output by their respective Programme Managers and Supervisors. Supports Programme Managers and Supervisors in motivating and or disciplining staff.
- Schedules meetings with Staff resolves grievances counsels Staff.
- Informs Staff in writing of any action to be made regarding their remuneration. Submits assessment of trends and make recommendations when required.
- Compiles and maintains statistical reports concerning staffrelated data such as hiring termination resignations departmental and other transfers performance appraisals and absenteeism rates for periodic presentation.
- Ensures legal compliance by monitoring and implementing those regulations which govern human resource management & administration the working environment as well as occupational health and safety issues as prescribed by law. Conducts investigations as needed and maintains appropriate records.
- Contributes to and supports a culture of excellent customer service to both internal and external customers as well as efficiency in service delivery.
- Performs any other related duties which may be assigned from time to time by the GovernorGeneral’s Secretary.
- Provides leadership to direct reports by creating the vision and motivating them towards achieving the Office’s goals and encourages a team approach.
- Manages the welfare and development of direct reports through the timely preparation of and feedback to performance appraisals as well as recommendations for training and development programmes.
- Provides guidance through coaching mentoring and training. Gives assistance and support as and when needed while ensuring that the Staff is aware of and adheres to the King’s House Standing Orders and GOJ regulations.
- Ensures that proper overall working conditions exist for Staff.
Other Responsibilities
- Is a working member of any related Special Project Committee Strategic and Operational Planning Committee and Disciplinary Committee.
- Maintains professional and technical knowledge by attending educational workshops reviewing professional publications establishing personal networks and participating in professional societies.
- Attends social and community events as required and provide support prior and during events.
- Provides support for the preparation of invitations for events.
- Provides support for receiving and ushering guests at events as required.
- Perform any other related duties that may be assigned from time to time.
PERFORMANCE STANDARDS
- Confidentiality integrity and professionalism are demonstrated in the execution of duties and in personal conduct.
- The Human Resource & Administration Division’s Operational Plan is submitted for approval within established timelines and monitored to ensure performance targets are achieved. The Division’s Budget is managed appropriately.
- Standard Operating Procedures and Desk Manuals are developed and implemented in keeping with established timelines and requirements.
- Appropriate systems for the control and safeguard of classified and confidential electronic and paper documents files and reports are established and all members of the Division are compliant.
- Contribution to finalizing the Office’s performance based outputfocused job descriptions which is the first requirement for implementing the GOJ’s Performance Management and Appraisal System (PMAS).
- Support given to the GOJ Employee Performance Management System (EPMS) through the strategic planning monitoring and evaluation process and timely preparation of required reports. Gives support to supervisors in carrying out continuous coaching and mentoring.
- Conducts annual needs analysis to determine the needs of the Organization and presents a plan for each employee’s development within agreed time lines. This includes training and development staff engagement and rewards recognition and retention assessments.
- A structured recruitment process is implemented to facilitate the Office’s ability to attract and recruit persons with the requisite skills and abilities.
- Staff Welfare and other HRrelated events and activities are deigned planned and executed at the agreed standard and within the agreed time frame and budget.
- Delivery of the various services of HR&A is achieved according to documented and agreed targets as well as HR&A standards.
- Achievement of the agreed percentage of turnover as an indicator of stability and staff satisfaction.
- Achievement of the standard with respect to the number of days to hire new staff while adhering to the required procedures.
- Letters memoranda reports presentations and other documents are accurately prepared at the standard required and dispatched within the required timeframe.
- File systems for electronic and manual records in place and maintained. Documents are easily retrieved by key stakeholders.
- An active and defined communication process whereby the Staff is informed of events job opportunities training courses and other HR related matters.
- Grieviances are kept to a minimum and issues are dealt with speedily when they occur.
- Compliance with related King’s House Standing Orders policies and goals of the Office.
- Desk Manual developed implemented and kept updated.
REQUIRED KNOWLEDGE SPECIFIC TO THE POSITION
- Proficiency in the use of computers and relevant software applications.
- Knowledge of the relevant GOJ laws Staff Orders and other instructions specific to human resource management and administration.
- Strong project management time management problemsolving and leadership skills.
- Approachable has empathy while being strategically focused to drive broadbased objectives.
- Ability to mentor and supervise Staff. Able to establish and maintain healthy working relationships with people in the course of work. A team builder.
- Communicates well orally and in writing.
- Ability to respond effectively to sensitive inquiries or complaints.
- High ethical conduct and demonstrated integrity.
- Discreet and ensures proper business ethics are observed
- Organized prioritizes and multitasks effectively
- Demonstrated competence to lead motivate and manage people.
MINIMUM REQUIRED EDUCATION AND EXPERIENCE
- An undergraduate degree in Human Resource Management OR Business Administration OR Management or equivalent from a recognized University AND
- A minimum of five (5) years of relevant work experience in a senior capacity.
Employment Type
Full Time
Key Skills
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