Job Details

JOB PURPOSE

To manage, plan and coordinate various HR governance and administrative services within the Head: HR Office.

KEY PERFORMANCE AREAS

Include management and leadership responsibilities for work team leaders

• Provide the Office of the Head: HR with support in her/his duties, responsibilities and powers.
• Organise and prioritise critical issues and required information for the Head: HR to facilitate efficient decision making.
• Assist the HR Business unit (unit) with the co-ordination and administrative tasks of relevant HR projects/initiatives as may be determined from time to time.
• Prepare meeting agendas and document packs and distribution for management and related meetings.
• Attend , manage and take minutes for meetings commissioned by HR: Head including external meetings.
• Manage the Head: HR diary and related meetings.
• Action and facilitate the implementation of meeting decisions through engaging the relevant stakeholders.
• Manage and control correspondence and documents indexing and filing as well as records classification, management, and disposal in line with FIC policies.
• Assist in development and maintenance of processes and systems to streamline activities within the HR unit.
• Provide knowledge and advice to Office of the Head: HR and HR unit relating to governance and administration operational aspects.
• Participate and provide input to HR operational matters.
• Build network of relationships and communicate across functions and external stakeholders to achieve goals and objectives.
• Coordinate and consolidate budget and procurement matters for the unit
• Coordinate input into learning and development requirements for the unit.
• Manage records in accordance with FIC relevant policies.
• Prepare draft reports and submissions and correspondence on behalf of the HR: Head.
• Review and control documents submitted to Head: HR.
• Maintain and manage the assets and resources of the unit.
• Ensure that new staff members have all the necessary furniture, stationery and assets.
• Track, monitor and ensure that the sections within HR comply with all the deadlines, e.g. Financial Disclosures, Performance Agreements, Performance reviews, etc.
• Manage and collate all requests from the AGSA and Internal Audit on behalf of unit.
• Resolve queries and matters with a lot of inter-dependencies.
• Tailor makes solutions to meet the unit’s requirements and ensure that the unit’s requirements are met.
• Maintain and monitor compliance relevant to HR unit.
• Collaborate with administration support staff within HR unit on governance and administration matters.
• Act as a lead worker assigning work to other support staff and/or ensure all the services are provided in accordance with agreed standards.
• Coordinate induction for new staff reporting to Head: HR where necessary.
• Perform any other ad hoc duties as assigned.

EDUCATION, SKILLS AND EXPERIENCE

• Degree in Administration or related (NQF7)
• Minimum of 5 years relevant administration experience in an environment which require confidentiality.
• Demonstrated ability to interact effectively across all levels of the organization
• Demonstrated ability to work collaboratively across the organization
• Effective and action-oriented
• Demonstrated excellent communication skills ( written and verbal)
• Advance skills MS package ( MS Excel, MS Word and MS PowerPoint).

BEHAVIOURAL COMPETENCIES

• Customer Service: Knows customers business and/or seeks information about the real underlying needs of the customer, beyond those expressed initially
• Flexibility: Decides how to do something based on the situation
• Impact and Influence: Adapts a presentation or discussion to appeal to the interest or level of others
• Relationship Building: Mentions initiating parties, outings or special gatherings designed to improve or strengthen relationships with others.
• Organisational Commitment: Act to support the organisations mission and goals
• Commitment to professional learning: Finds out and permanently scans what the latest trends are in the local market (what other organisations practices are, new technologies, etc.)
• Teamwork: Publicly credits others who have performed well
• Conceptual Thinking: Makes complex ideas or situation clear, simple and/or understandable to others
• Achievement Orientation: Makes specific changes within the work system or in own work methods to improve performance
• Initiative: Demonstrates the ability to anticipate and proactively manage all the variables involved, to ensure that critical opportunities for the Centre are not missed relevant experience in sectors subject to Financial Intelligence Centre Act.

WORKING CONDITIONS

• Required to work under pressure and long hours, when necessary, to ensure divisional deadlines are metRequired to work under pressure and long hours, when necessary, to ensure divisional deadlines are met