People & Culture Business Partner / Manager

Primary Responsibilities

Management & Employee Support

• Providing day-to-day People & Culture support and guidance to management and employees.
• Assisting with company’s change management and initiatives.

Policies and Processes

• Draft/update People & Culture related Policies, Standard Operating Procedures (SOP) and Work Instruction (WI) documents.
• Remain informed of Labour Laws and inform on any conditions and/or changes affecting the company and its employees.
• Partner with the management to communicate People & Culture policies and procedures to employees.
• Recommend employee relations practices necessary to establish a positive employer-employee relationship and promote a high level of employee morale and motivation.
• Assist managers and employees with grievance and disciplinary procedures, as well as issues of poor performance.
• Working with the IT department and other relevant managers to computerise HR administrative tasks and empower employees accordingly in meeting the needs of the company.
• Formulate and recommend People & Culture policies and objectives for the company on any topic associated with employee relations and employee rights.
• Keeping the Leadership team informed of significant problems that potentially jeopardise the achievement of company goals and those not addressed adequately at line management level.
• Perform ad hoc tasks as and when required.

Recruitment

• Providing assistance to the Talent Acquisition team if and when needed for:
• Sourcing and recruitment of suitably credentialled staff for all departments and service lines in association with the relevant and senior managers.
• Conduct recruitment interviews for available vacancies according to approved minimum job specifications.
• Review recruitment agencies’ terms and conditions and fees and renegotiate fees, if necessary, before signing and filing of countersigned documentation.
• Advertising of vacancies, internally and externally, as required, and interacting with recruitment agencies as required.
• Manage applications received via agencies, internal referrals and the eCOGRA website career portal.
• Request/initiate verification checks – credit, criminal, qualification, industrial references – for candidates identified and approved for appointment.
• Draft offer letters and obtain approval before submission to agents/candidates.
• Check and confirm recruitment invoices, confirming that candidates have started, and request processing within the payment timeframe to ensure replacement guarantees are secured and to avoid interest.

New Staff

• Stand for Talent Acquisition Specialist in Providing guidance and assistance on appointment of new employees:
• Confirming acceptance by sending a pre-commencement Welcome email to new employee/s, directly or via the agent, providing information to advise on process and documentation required on the day of commencement.
• Maintain up-to-date records of relevant documentation on One Drive; CV’s, signed offer letters, checks and references, employment contracts, etc.
• Initiate new Employee Objects on M-Files and BambooHR / HRIS for confirmed new employee by filling in all information available at the time of acceptance and work-flowing to IT asset allocation.
• Draft and submit Employment Agreement to candidate prior to or upon commencement once all checks have been successfully verified.
• Retain an electronic copy of all employment countersigned contracts on One Drive.

Resignations

• Initiating employee Exit Process on M-Files and BambooHR / HRIS upon receiving notice of resignation.
• Conducting exit feedback interview with the employee prior to their last day and provide feedback to top management and department managers, where applicable.

Leave Management

• Conducting a monthly review of leave allocations of all leave types on BambooHR / HRIS and raise queries for any discrepancies noted.
• Providing guidance to employees and managers on leave queries in line with the labour laws and company policy.

Training

• Plan and implement internal training on People & Culture related matters.
• Research, identify and source relevant and appropriate external training programs for employees and management.
• Oversee employee induction and other training.

Remunerations & Benefits

• Researching and conducting salary range reviews and benchmarking to ensure industry competitiveness.
• Analysing compensation and benefits trends to support strategic decision-making and cost optimization.
• Assisting with the management and administration of company’s benefits such as:
• Medical Aid/Insurance
• Employee Wellness Program (EAP)
• Collaborating and work with Executive in implementing initiatives that are aligned with company goals and employee development plans to be able to retain high performers.

People & Culture Operations and Reporting

• Assisting and providing management with concise and decision-useful reporting analysis.
• Maintaining the People & Culture Information systems, data integrity and confidentiality.
• Tracking People & Culture metrics and operational risks.

Performance Management

• Overseeing and managing the implementation of  performance management processes across departments and link employees into correct roles.
• Supporting and administrating the rollout, tracking and reporting of Key Performance Indicators (KPIs’) at all employee levels.
• Monitoring and ensuring that performance processes are applied fairly and consistently.
• Working with management in address performance gaps based on scores achieved by employees through performance improvement plan.
• Initiating proposals or ideas for improvement of review systems and processes, where applicable.

Employee Relations

• Managing the disciplinary processes, grievances, and external dispute resolution matters.
• Preparing and overseeing disciplinary hearing, warnings and corrective actions.
• Providing supporting to Management with performance counselling (i.e. PIP) and ensuring corrective measures.
• Liaising with external labour law consultants to assist with chairing internal dispute matters (i.e. disciplinary, appeals and/or grievances) as when required.

Statutory & Compliance

• Ensuring statutory compliance on government requirements such as:

• Employment Equity
• Labour inspections

Payroll

• Compiling, reviewing and ensuring accurate payroll submission to the Finance team on the monthly basis.
• Monitoring and verifying payroll report received from Finance after the input, e.g. Salary Reviews, Leave, overtime, terminations and deductions, in-line with company policies and statutory requirements.
• Ensuring timely and accurate processing of salary adjustments, annual increases and bonuses.