Assistant Human Resource Officer (Pension) (GMG/AM 2)

Job Purpose

Under the supervision of the Human Resource Officer (GMG/AM 4), the incumbent provides technical and administrative support to past and present employees of the Ministry, in the processing of claims for retirement benefits on the Public Employees' Pension Administration System (PEPAS). The officer will also assist staff with matters related to Government Employees Administrative Services Only (GEASO) Sagicor Health Scheme and the National Insurance Scheme (NIS). 

Key Responsibilities

Administrative: 

• Prepares Individual Work Plan; 
• Attends meetings, conferences and other fora, as required; 
• Co-ordinates the transportation benefits for staff on the Government bus transportation new and the renewal of benefits. Disseminates schedule changes to the service to staff using the service. 

Professional/Technical: 

• Maintains and updates Period of Service Records for staff serving in non-pensionable posts at overseas Missions; 
• Schedules appointments for medical examinations for staff in Bands 1 to 5, upon permanent appointment in keeping with Staff Orders 1.6; 
• Prepares confirmation of appointment letters for staff in Bands 1 to 5 for the signature of the Senior Director/Director, HRM and issues signed letter; 
• Submits name and job title to the Director, Administration and Office Management, for the processing of new and updated ID Cards; 
• Oversees all matters related to the transportation benefits for staff on the Government Transportation Bus – new and the renewal of benefits, and to disseminate any schedule changes to the service. 

Retirement Benefits: 

• Uploads updated Service Credit Records (Batch 2) on the PEPAS platform each month;
• Investigates queries from pensioners and seeks redress; 
• Checks Master Control Records to determine the Locally Recruited Staff (LRS) who are eligible for compassionate gratuity and begins processing the request; 
• Maintains and updates Service Credit Records (Batch 2) for new and existing LRS, manually and electronically; 
• Processes claims for deferred LRS pensioners and for staff in Bands 1-5. Ensures that the applicant is vested with the required years of service (10 years). Creates/Updates a Service Record for the applicant on the PEPAS platform; 
• Requests and completes all relevant pensions documents for differed pensions and early retirements on receipt of application; 
• Requests and compiles the following certified copies of documents for LRS one year in advance of normal retirement as required for the processing of retirement benefits:
  • Birth Certificate 
  • Marriage Certificate/Decree Absolute 
  • Pension Election Forms 
  • Statutory Declaration of Age 
  • TRN and NIS Cards 
  • Certificate of Citizenship, if applicable 
  • Audited Statement of Earnings 
  • Verified Vacation (Pre-Retirement Leave) Computation 
  • Letters approving Pre- retirement Leave and/or Retirement from the Public Service
• Prepares submissions for the linking of service for submission to the Ministry of Finance and the Public Service (MoFPS); 
• Uploads certified documents from the LRS on the PEPAS platform; 
• Prepares indebtedness checks with overseas Missions and uploads to PEPAS;
• Researches and collates information in response to Access to Information Requests related to Pension Administration; 
• Prepares Monthly Reports on applications submitted; 
• Provides routine information and advice on pension matters to staff due to proceed on pre-retirement leave. Refers more complex issues to Supervisor; 
• Monitors the progress of each case until pension benefits are finalized. 

National Insurance Scheme (NIS): 

• Advises LRS of their eligibility for benefits under the NIS Act; 
• Vets and submits claims from LRS for Injury on the Job Compensation, Old-Age Benefits and Funeral Grant to the NIS Office for processing.

Government Employees Administrative Services Only Health Insurance Scheme – SAGICOR: 

• Assists with the submission of completed enrolment applications for new and transfer employees for registration under the Sagicor Health Scheme to Sagicor. Distributes approved health cards to staff; 
• Assists with the preparation of the Monthly Reports for new, transfer and separated employees to Sagicor; 
• Assists with advising of changes in staff registration under the GEASO Health Scheme;
• Assists with submitting requests to cease plans for staff proceeding on overseas assignments or requests for the continuation of Sagicor coverages for Home Based Staff (HBS) assigned to overseas Missions; 
• Assists with updating staff of any changes to the GEASO Plan; 
• Assists with forwarding special claims with required supporting documents to the Sagicor Head Office on behalf of staff for processing. 

Taxpayer Registration Numbers – Locally Recruited Staff (LRS) only:

• Applies for TRN for Locally Recruited Staff (LRS) and advises of assigned number;
• Advises the Human Resource Officer of the TRNs for LRS; 
• Maintains a manual and electronic record of Taxpayer Registration Numbers (TRN) for staff; 
• Performs any other work-related duties that may be assigned by the Supervisor from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Organizational awareness - general understanding of the Ministry’s role and function
• Excellent interpersonal skills 
• Good oral and written communication skills 
• Good organization and time management skills 
• Ability to work effectively under pressure and meet critical deadlines 
• Good track record for accuracy and consistency 
• Ability to work on own initiative independently and as a part of a team
• Must be customer focused 
• High levels of professionalism, integrity and discretion - ability to exercise discretion in handling confidential staff matters 
• Keen attention to detail and accuracy 
• Ability to work as a team 

Technical: 

• Knowledge of the Public Service Regulations, Staff Orders for the Public Service, the Financial Administration and Audit (FAA) Act and Financial Instructions and other GoJ policies that guide the delivery of Human Resource Management and Development services. Basic knowledge of the Foreign Service Orders would be an asset 
• Knowledge of the Ministry’s Human Resource Policies and Procedures
• Knowledge of the Ministry’s Vision and Mission Statements 
• Knowledge of GoJ Customer Service Policies and Procedures 
• Knowledge of the principles and practices of public administration 
• Proficient in Microsoft Office Suite (Word, Excel, Outlook and PowerPoint), PEPAS and other related software applications appropriate to assigned responsibilities
• Knowledge of office management and administrative procedures and practices
• Ability to transfer user requests into reporting specification 
• Basic knowledge of pension statutes, legislations, regulations policies and procedures Knowledge of records management practices in the Public Sector 
• Knowledge of relevant legislations such as Access to Information Act, Archival Act, FAA Act 

Minimum Required Qualification and Experience 

• Diploma/Associate Degree in Human Resource Management, Public Administration, Business Administration/ Information or Records Management; 
• Training in PEPAS; 
• One (1) to two (2) years’ experience in a related area. 

OR 

• Successful completion of four (4) CXC or GCE ‘O’ Level subjects, including English Language and a numeric subject; 
• Two (2) years’ experience in a related area. 

OR

• Any other equivalent combination of experience or education. 

Special Conditions Associated with the Job

• Occasionally required to work beyond normal working hours; 
• Dust from files and documents; 
• Pressure from meeting deadlines. 

Please note that only shortlisted applicants will be contacted.