NPL Senior Human Resource Officer - IR

Responsible for administering all IR issues. Manage disputes at NPL for the promotion of good labour practices and harmonious relations between Mgmt, Workers, Trade Unions. PMIS mgmt.

JOB PURPOSE:

Reporting to the Manager, Human Resource & Administrative Services, the incumbent is responsible for administering all Industrial Relations matters for the Company for the promotion of good labour practices and harmonious relations between Management, Workers, Trade Unions and Associations.

Additionally, the incumbent plans and provides technical guidance and undertakes in collaboration with Managers, activities to support the development, maintenance and monitoring of the Performance Management and Appraisal System

KEY OUTPUTS:

• Human Resource policies/strategies consistent with best practices implemented;
• Industrial Relations policies and procedures communicated;
• Industrial Relation issues investigated;
• Performance Management Appraisal Systems (PMAS) implemented and monitored;
• Grievance, best practices and procedures implemented and maintained;
• Disciplinary action taken as necessary;
• Memoranda and HR reports prepared and submitted;
• Special PMAS related reports;
• Register of Employees and Appraising Managers;
• PMAS documents;
• Database of PMAS records;
• Recognition and reward events

KEY RESPONSIBILITIES:

Management/Administrative Responsibilities:

• Prepares briefs for the management team on claims served by Unions/Associations;
• Monitors the implementation of Heads of Agreement;

• Disseminates information to staff on changes in the relevant Acts, Regulations Codes and Laws;

• Advises the relevant persons on the proper procedures for carrying out negotiations, disciplinary/ grievance procedures and on salary and benefit agreements;

• Advices on the operation of industrial awards and agreements.

Technical/Professional Responsibilities:

• Represents the Department at meetings relating to negotiations, conciliations and arbitrations;

• Participates in the preparation of briefs on wage claims for submission to the relevant authorities;

• Prepares briefs for the Chief Executive Office and Human Resource Sub Committee

• Conducts research and processes all industrial relation matters;

• Provides professional guidance and advice as required;

• Coordinates and chairs meeting at the local level on claims that do not have service wide implications;

• Studies and interprets relevant industrial legislation (the laws which are formulated by parliament to control industrial practices in the workplace);

• Keeps information up to date on changes to labour laws, arbitration decisions and anything that may affect union and management relations;

• Examines and attempts to resolve industrial disputes and grievances in the workplace;

• Maintains good relationship between employer, unions and employees;

• Researches past arbitration decisions, grievances and analyzes their effect on pending negotiations;

• Liaises with the relevant Ministries on industrial relations matters;

• Prepares reports on meetings;

• Represents the Company at employee’s relations meeting/forum;

• Advises employees on HR policies and procedures;

• Administers IR policies and procedures consistently;

• Provides advice/guidance to line managers on the interpretation and administration on grievance/disciplinary policies ensuring that good employee relations principles are consistently practiced;

• Assists in Coordinating and processing documentation relating to employee appointments, promotions, transfers, terminations and retirement;

• Monitors the development and maintenance of employee’s files ensuring that all relevant documents/information are recorded and easily retrievable;

• Assist with the implementation of succession and performance management programmes;

• Assist with the implementation of job evaluation exercise;

• Conducts disciplinary hearings and the general administration of the disciplinary policy;

• Ensures that attendance records are properly maintained throughout the Ministry;

• Administers employee benefits and welfare programmes (health, pension, leave employee assistance) within established guidelines;

• Prepares and analyses attendance reports and recommends strategy for improving tardiness and absenteeism where necessary;

• Maintains data base of industrial relations and employees’ discipline and grievance matters; analyses and identifies corrective actions

Performance Management and Appraisal System

• Ensures that all managers and supervisors are in receipt of all PMAS manuals, handbooks, templates, policies and procedures required to operate the system;

• Ensures that performance appraisals for all relevant staff members are completed on an annual basis;

• Prepares confidential summary reports and appraisal results for identified authorized users;

• Prepares special PMAS related reports;

• Provides support to the process of determining eligibility for recognition and reward, by participation through the internal recognition and reward committee;

• Develops work plan for the implementation/oversight of the PMAS and its operation for each financial year

• Ensures that each staff member is aware of the timetable for PMAS related activities over a given financial year;

• Ensures that PMAS work plans are received for all relevant staff members in a timely manner;

• Monitors compliance with the conduct of interim evaluations and provides guidance as necessary;

• Monitors the implementation by managers of remedial and corrective action to address poor performance;

• Monitors the implementation of development plans as an important aspect of performance management;

• Maintains current register of employees, their appraising managers and reviewing managers;

• Ensures that performance appraisal records are properly maintained;

• Maintain a confidential register of performance ratings and applicable pay rewards/sanctions;

• Extracts required employee records for the audit of the system and provides other support as required for the post implementation evaluation of the system;

• Provides ongoing guidance to managers and supervisors on all PMAS related issues through coaching or training;

• Ensures that staff eligible for an increment/award is identified, and the relevant HR officers and payroll notified in good time;

• Provides guidance to managers on giving recognition and rewards at the Departments/Plant level;

• Coordinates the arrangement of recognition and reward activities/events at the organizational level;

• Provides support to line managers and staff in completing their unit and individual work plans and other related requirements of the PMAS;

• Develops PMAS sensitization sessions within the Department in collaboration with HR Division;

• Develops and execute PMAS related change management initiatives;

• Develops and ensure approval of output focused job descriptions for the required posts in collaboration with other HR manager and employees;

• Reviews samples of Department/Plant work plans and individual work plans to ensure quality of content (alignment and completeness in specification);

• Develops customized manuals and forms for the Company in keeping with the PMAS guidelines;

• Develops customized PMAS material for employee orientation sessions in the Company;

• Participates in the training for newly appointed managers, supervisors with respect to their responsibilities under the PMAS;

• Provides guidance and information on PMAS related issues to all staff including managers and supervisors.

Human Resource Responsibilities:

• Manages the welfare and development of direct reprts through the preparation of performance appraisals and recommendation of required training and development programmes;

• Participates in the recruitment of staff for the Ministry and recommends transfers, promotion, termination and leave in accordance with established Human Resource policies and procedures

• Develops and implements in collaboration with the Human Resource Department, a programme of Succession Planning for the Division to facilitate continuity and the availability of required skills and competencies to meet the needs of the Division.

• Provides leadership and guidance to direct reports through effective planning, delegation, communication, training mentoring and coaching.

• Ensures the welfare and developmental needs of staff in the Division are clearly identified and addressed

• Establishes and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Division’s and organization’s goals.

Other Responsibilities:

• Performs such duties and responsibilities as may be assigned from time to time.

PERFORMANCE STANDARDS:

• Human Resource interventions to promote career development;
• Human Resource reports are submitted within established timeframe;

• Welfare of Company’s staff is identified and addressed speedily to minimize industrial relations problems;

• Industrial relations policies and procedures developed and communicated in accordance with established standards;

• Work stoppage is minimized;

• Confidentiality, dependability and integrity are exercised;

• Equitable disciplinary action taken in keeping with established procedures.

• Incident and industrial relations and employees’ discipline and grievance data bases are consistently up-to-date

• Policies and procedures are complied with in the conduct of investigations and reports produced are comprehensive and accurate

• Effective working relationship is maintained with management, staff and unions

• Special PMAS related reports prepared within established timeframe.

• Register of Employees and Appraising Managers developed and maintained in keeping with established standards.
• Database of PMAS records developed and maintained in keeping with established standards.

• Recognition and reward events conducted within established guidelines

• Record of meetings attended

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE:

• Minimum first degree in Management Studies, Human Resource Management, Industrial Psychology or other similar field from a recognized tertiary institution;
• Training in the field of Industrial Relations from MIND or a recognized institution;
• Minimum three (3) years progressive working experience in related fi
• Knowledge in the operation of the GOJ guideline PMAS would be a distinct asset

REQUIRED COMPETENCIES:

Core Competencies:

• Excellent oral and written communication skills
• Excellent interpersonal skills.
• Good customer relations skills;
• Excellent integrity and ethics exercised in the performance of duties.
• Strong negotiating skills;

Functional Competencies:

• Excellent knowledge of Government policies and procedures;
• Sound knowledge of contemporary Human Resource Management practices;
• Strong research and analytical skills;
• Excellent decision making and judgment skills;
• Ability to think creatively;
• Excellent  knowledge of the various Laws and Systems;
• Sound knowledge in the use of computer applications.

LIAISON:

Internal:

• Senior Manager, Human Resource Management and Administration;
• Manager, Human Resource Management and Development
• Chief Executive Officer;
•  Financial Controller;
• Departmental Representatives;
• Other managers/Heads of Sections.

External:

• Ministry of Finance and the Public Service;
• Ministry of Labour and Social Security;
• Industrial Dispute Tribunal;
• Office of the Services Commissions;
• Ministries of Health and Labour and Social Security
• NGOs, Environmental Agencies; and relevant Public Bodies;
• Trade Unions and Associations;
• Union Delegates.

AUTHORITY:

• Signs Heads of Agreement on behalf of the Chief Executive Officer;
• Recommends disciplinary action for infraction by staff.

CONITIONS ASSOCIATED WITH THE JOB

• Long working hours
• High levels of stress

REMUNERATION

Basic Salary: $3,501,526.00 per annum