HR Officer

Adecco is an International HR and Consultancy firm. Our client, part of a local group in the chemical and distribution sector, is looking for an HR Officer.

Our client, part of a local group in the chemical and distribution sector, is looking for an HR Officer.

The successful candidate will be responsible for:

Main responsibilities:

Wages Administration

• Ensures collection, input and compilation of data for preparation of payments requests.
• Ensures that EDF is collected on time and properly Filed.
• Ensures that Employee Return is sent accordingly by.
  • ensures that all figures tally
  • requesting for TAN where applicable
• Ensures that all legal deductions are made from Employee’s salaries.
• Prepares monthly after-payroll reports and sends to the Accounting department with approval of HRM.

Salary Structure

• Handles the management of the salary structure by:
  • advising Management with regard to the adequacy of the salary structure vis a vis the labour market
  • reviewing on a regular basis the structure concerning issues like adequate grading of jobs, salary ranges etc.
• Advising Management with regard to adequacy, fairness and transparency of commission schemes.

Reports

• Prepares reports for Management regarding all issues related to Compensation and Benefits of Employees in order to facilitate Decision Making Process.

HR Policies, HR Procedures, Labour Laws and related Legislations

• Ensures that HR policies and procedures are being adhered to and report cases of non-conformity to management.
• Ensures a sound knowledge of Labour laws and legislation associated in order to guarantee that all Company practices in relations to payment of wages are in accordance with all legal obligations.
• Advises Management on matters relating to legal obligations regarding payroll when required.

Records and Filing

• Maintains a healthy filing system for all personal record of Employees on matters related to Employment history, promotions, transfers, wages administration, pension schemes, personal accident, surgical insurance, etc…
• Keep Personal files up-to-date.
• Provides auditors with documents requested after ensuring that they can be given access.

Recruitment

• Ensures that all relevant forms pertaining to recruitment is properly filled and approved as per ISO procedures HM policies.
• Maintains an updated CV database and ensures feedback on candidates is added to the database after interviews
• Performs screening of CVs
• Ensures that all relevant documents are duly signed and that all Employees’ files are updated
• Prepares Letter of Offers, Employment Agreements, and Letters of changes in conditions for selected candidates based on approved ERF, ERC, and Variation Forms

Training and Development

• Prepares TNA based on information collected from SPACE to improve efficiency and develop potential
• Creates a training database and ensures that it is updated on a regular basis
• Liaises with training suppliers and identifies the programmes which will be the most suitable to the development needs of the company
• Recommends and organises suitable training and development programmes according to demand
• Handles calls to and from employees concerning courses
• Communicates with HRDC for the purpose of staff training and grant refund
• Follows up with relevant parties to obtain documents required for grant refund such as:

• invoice
• receipt
• certificate of attendance

Medical Insurance & Pension

• Administers and make follow-ups of staff healthcare scheme as well as pension and life assurance by:
  • sending health care claims and requests for reimbursements
  • performing administrative duties with regards to medical and pension
  • compiling and reconciling with Health Insurance of the Chemical Cluster and verifies if the latter tallies with that of the Accounts Department
  • preparing monthly reports
  • renewing of personal accident and surgical insurance

HRIS

• Updates Vipertex, Sicorax HR and ESS accordingly as and when required.
• Ensures that new year parameters and fiscal procedures are performed on time and according to government legislations
• Ensures that all employees are properly trained for using ESS and responds to employee queries regarding same as and when required
• Ensures all relevant documents are uploaded on Sicorax HR

Attendance Monitoring

• Ensures that Vipertex system is being used accordingly
• Enrols new employees on Vipertex
• Ensure that all department managers monitor attendance for information to be more accurate when imported to Sicorax Payroll
• Monitors attendance by:

• verifying Timesheet
• inputting leaves on the system
• ensuring that medical certificate us received and filed accordingly

Employee Relations/ Communication

• Maintains trustful relations with employees by providing prompt and clear answers to their queries
• Provides answers to all queries, from Management and Employees, related to wages and salaries

Job Profiling

• Develops Job profiles for all posts by consulting relevant departmental managers for precise and accurate information
• Participates in Job Evaluation Panel and ensures an objective and fair evaluation is performed
• Ensures that Job Evaluation is approved by the GHR and maintains a proper filing system for all Job Evaluation Rational
• Updates Job Evaluation table on a regular basis and ensures same is communicated to HR Corporate

HR/Development Administrative Duties

• Assists in the preparation and issuing of annual increment letters following S.P.A.C.E
• Prepares commission letters for concerned employees and ensures a signed copy is filed in employee personal file
• Assists in compiling data on remuneration and benefits for salary surveys and HR statistics
• Handles any renewal of licence pertaining to data protection, chemicals or any other relevant matter by preparing contracts and performing any appropriate duties as and when required
• Informs and provides relevant documents to the Administrative department for the processing of Access Pass
• Provides support for the smooth running of the department as and when required
• Updates S.P.A.C.E forms as and when required
• Ensures the timely distribution of S.P.A.C.E forms and ensures constant follow-up

Code of Ethics

• Adheres to HM code of ethics at all times and ensures that the provisions of the staff handbook are followed by him/her constantly

Safety/Health/Environment/Quality

• Complies with Safety, Health, Environment and Quality procedures and regulations.
• Reports incidents, non-conformance, complaints, near misses and dangerous occurrences.
• Shows initiative and pro-activeness in improving Safety, Health, Environment and Quality practices

Qualification:

• Degree in Human Resources or Management or in
• 2-3 years of experience in a similar position
• Experience in a unionised setting and/or with workers would be an advantage

Candidate profile:

• Has sound knowledge of handling HR operational / employee relation matters
• Is trained in using SICORAX HR and VIPERTEX
• Has a very good command of written English (drafting contracts, letters etc.)
• Is at ease with planning welfare events
• Is able to handle pressure and meet deadlines
• Can easily communicate with people at different levels (from manual workers to staff/management)
• Good time management
• Accurate and proactive