Human Resource Management and Information Systems Officer (GMG/AM 3)

Job Purpose

The Human Resource Management and Information Systems Officer is responsible for managing the Human Resource Management Information Systems and personnel records, facilitating accurate capture and integrity. The incumbent will update and maintain an automated HRMIS thereby enhancing and supporting the HR decision making capabilities and other activities within the Branch. 

Key Responsibilities

Management/Administrative: 

• Develops, implements, maintains and manages Standard Operating Procedures for personnel records; 
• Ensures accurate documentation process/procedures manuals are designed and updated for all HRMIS processes; 
• Provides recommendations on organizational policy matters related to HRMIS;
• Responds to enquiries and complaints concerning records and information management;
• Serves on various committees internal and external to the Ministry; 
• Represents the Ministry at Seminars, Conferences, Symposiums, etc.; 

Technical/Professional: 

• Automates applicable Human Resource processes 
• Assists with maintaining the following lists/schedules: 
  • Staff Lists 
  • Staff Attrition 
  • Birthday 
  • Other database and schedules 
• Assists in creating HR workflow system solutions to support strategies and initiatives;
• Maintains security access codes ensuring system is secured at all times;
• Liaises with Information and Communication Technology Branch and other key personnel to ensure smooth operation of HRMIS; 
• Collaborates with Information Systems Manager to maximize the utilization of Human Resource systems to automate standard processes by: 
  • Identifying opportunities for improving Human Resource processes through information systems changes 
  • Developing HR systems to support the production of various reports 
  • Coordinating upgrade and maintenance of HR systems and also to resolve technical difficulties 
  • Monitoring HRMIS systems and other interfaces to ensure they function appropriately 
• Reviews and implement requests for creation of new files/records; 
• Ensures proper maintenance and security of records; 
• Assist with updating period of service records and other electronic records;
• Manages the implementation of MYHR+ within the Ministry; 
• Assist in sensitizing staff of the use of MyHR+ self service; 
• Updates MyHR+ to facilitate payroll administration; 
• Conducts Data Entry activities; 
• Ensures that Information Management Databases are developed and maintained;
• Maintains back-up File System for computer database; 
• Conducts research and generates special and routine reports; 
• Provides Management Information to streamline workflow and support Work Force Planning and Management; 
• Responds to HR queries within scope of duties or refer to responsible officers;
• Creates/monitors the creation and maintenance of file index and classification system;
• Conducts research and keeps the Branch abreast of Industry related changes and incorporates best practices in workflow; 
• Assists with reviewing and documenting processes geared at improving HR operational activities; 

Required Knowledge, Skills, and Competencies

Core: 

• Excellent oral and written communication skills 
• Teamwork and corporation 
• Good interpersonal skills 
• Good problem-solving and decision-making skills 
• Client and Quality Focus/Commitment to Service Quality 
• Adaptability and initiative 
• Integrity and confidentiality 
• Methodical 
• Good planning and organizing skills 
• Goal/Result Oriented 
• Good analytical thinking skills

Technical: 

• Knowledge of GoJ Access to Information Act 
• Knowledge of GoJ Records Management practices, policies, principles, standards and guidelines 
• Knowledge of Risk Management 
• Knowledge of the Staff Orders and Public Service Regulations 
• Proficient in the use of Microsoft Word, Excel 
• Use of Technology related to Records and Information Management (software/systems/programs) 
• Compliance 
• Policy Development 

Minimum Required Qualification and Experience

• Bachelor of Science Degree in Human Resource Management or related field from a recognized tertiary institution; 
• Training/Certificate in Records Management and Information Technology;
• Two (2) years’ experience working in Records and Information Management in Human Resource Management in an organization of similar size and complexity. 

OR 

• Associate of Science Degree in Human Resource Management or related field from a recognized tertiary institution; 
• Training/Certificate in Records Management and Information Technology;
• Four (4) years’ experience working in Records and Information Management in Human Resource Management in an organization of similar size and complexity.

Please note that only shortlisted applicants will be contacted.