HR Officer

Job Details

• Division

• South Africa

• Business Unit

• Human Resources - NR

• Minimum experience

• Not Applicable

• Company primary industry

• Facilities Services

• Job functional area

• Human Resources

Job Description

Purpose of the Role

• To provide day-to-day support and guidance to in-country HR teams so that people operations across the Group are coordinated, responsive and aligned with SOP requirements.
• To coordinate recruitment, selection and appointment processes with in-country HR teams, so that the right people are placed in the right roles.
• To monitor time and attendance across sites with in-country HR teams, so that clocking, rosters, overtime and leave are accurate and reconciled before every payroll cut-off.
• To support in-country HR teams in maintaining a stable and positive employee relations climate, including engagement with employee forums and trade unions.
• To coordinate employment equity compliance, including EE reports, EE committee meetings and progress against the EE plan.
• To compile and maintain the HR components required for B-BBEE reporting, including employee demographics and skills development records.
• To monitor compliance with in-country labour laws across the Group, and to support in-country HR teams in preparing for labour, employment equity and immigration inspections.

Key Responsibilities

• 1. Policy Implementation and Compliance

• Coordinate the consistent implementation of talent acquisition, management, remuneration and development policies and processes by in-country HR teams in accordance with the SOPs.

• Report non-adherence to in-country legislative and SOP requirements.

• Propose changes to SOPs to the Head of HR Operations if required.

• Monitor compliance with HR SOPs and in-country labour laws and escalate risks to the Head of HR Operations.

• 2. Recruitment

• Coordinate recruitment with in-country HR teams and site managers, ensuring that job profiles, advertisements, selection and appointments follow the SOP and in-country requirements.

• Implement agreed recruitment strategies, SOPs and initiatives.

• Ensure the job specifications for the roles clearly articulate the requirements and set out the expectations of a successful candidate.

• Coordinate the appointment process, including facilitating the signing of the employment contract.

• Check that in-country HR teams process new appointments correctly and that all required employee information is provided and captured on the HR system.

• 3. Compliance Monitoring and Reporting

• Consolidate management and statutory HR reports received from in-country HR teams.

• Monitor, through site audits, that employee personal files are complete in line with the IFS checklist.

• Monitor legal compliance issues across sites, including expatriate compliance with immigration requirements.

• Ensure that in-country HR teams complete regular self-audits to ensure compliance with IFS and in-country standards/laws.

• Monitor the accuracy of employee master data on the HR system.

• Report monthly on trends across the Group in terms of overtime, absenteeism, disciplinary processes, training conducted and planned, recruitment planned and closed out, and the mitigating measures put in place.

• 4. Employee/Industrial Relations

• Monitor that disciplinaries and grievances are handled by in-country HR teams in accordance with the SOP and in-country law.

• Check that regular meetings are held between management and staff representatives on conditions of employment.

• Communicate changes to the disciplinary code to in-country HR teams.

• Employee relations case register up to date for all countries.

• Represent the company, or support the in-country HR team, in conciliation and mediation hearings across the Group.

• 5. Employment Equity and B-BBEE (South Africa)

• Assist in preparing the annual EEA2 and EEA4 reports for submission to the Department of Employment and Labour.

• Coordinate employment equity committee meetings, including notices, agendas, minutes and attendance registers.

• Track progress against the employment equity plan and sectoral targets and flag gaps to the Head of HR Operations.

• Prepare supporting documents for employment equity inspections and queries from the Department of Employment and Labour.

• Compile HR evidence for B-BBEE verification, including employee demographics, skills development spend and learnerships.

• Keep Workplace Skills Plan (WSP) and Annual Training Report (ATR) records and training evidence audit ready.

• 6. Time and Attendance

• Oversee the implementation of the Uniclox biometric time and attendance system across all sites, including device status, cost centres and camp or site allocations.

• Monitor that in-country HR teams check clocking activity against an approved rosters and rotations before each payroll cut-off.

• Follow up missing clocking entries, unauthorised overtime and absenteeism with in-country HR teams and site managers.

• Review the reconciliation of time and attendance with leave records and payroll variance reports.

• Work with IT and payroll to resolve system, device and cost centre issues.

• Monitor working hours and overtime against legal limits and flag fatigue risks on shift-based sites.

• 7. Employee Relations Support

• Draft or review notices to attend disciplinary hearings, suspension letters, written warnings, outcome letters and dismissal letters prepared with in-country HR teams, in line with the IFS disciplinary code and in-country law.

• Draft written recommendations for the Head of HR Operations setting out the facts, the rule breached, the risk and the proposed outcome.

• Prepare hearing packs, including charge sheets, evidence bundles and witness lists.

• Check that site disciplinary processes are substantively and procedurally fair before an outcome is confirmed.

• Maintain an up-to-date employee relations case register for all countries.

• Prepare bundles, chronologies and documents for CCMA, bargaining council and in-country labour office referrals.

• 8. Wage Negotiations and Union Engagement

• Prepare data for wage negotiations, including headcount, current pay scales, increase scenarios and inflation figures.

• Calculate the cost of union demands and company offers.

• Take minutes, keep the record of offers and counteroffers, and draft wage agreements for review.

• Assist payroll to implement agreed increases and back pay correctly and on time.

• Keep track of obligations under recognition and collective agreements, including meeting schedules and union access.

• Support regular employee forums and engagement with recognised unions and staff representatives.

• 9. Group HR Projects and Multi-country Compliance

• Assist with HR compliance audits of sites using the IFS HR Compliance Self-Assessment checklist and follow up corrective actions.

• Track expatriate work permits, visas and residence permits and flag renewals at least 90 days before expiry.

• Prepare HR inputs for client tenders and audits, including local content, localisation and workforce information.

• Coordinate HR policy awareness sessions and keep signed acknowledgement records.

• Prepare monthly HR reports per country on headcount, turnover, overtime, absenteeism, employee relations cases and recruitment.

• 10. Effective Teamwork and Self-Management

• Take ownership and accountability for tasks and activities and demonstrate effective self-management in terms of planning and prioritising, and self-development.

• Follow through to ensure that quality and productivity standards of work are consistently and accurately maintained.

• Inform relevant parties when tasks or deadlines are not met, explain the potential risks and propose a solution.

• Manage colleagues’ expectations and communicate appropriately.

• Demonstrate a willingness to help others and “go the extra mile” to meet team targets and objectives.

• Qualification and Experience

• Diploma or degree in Social Science / Human Resource Management / Organisational Behaviour and Development

• Advanced diploma in labour law is an advantage.

• At least 3 years’ relevant experience in an HR function, preferably at officer level

• Practical exposure to employee relations, employment equity and time and attendance

• Experience in mining, facilities management, camp services or another shift-based environment is an advantage.

• Valid passport and willingness to travel.

• A valid driver’s licence is preferred.

• Preference will be given to appointments that support the achievement of our Employment Equity and Affirmative Action goals.

• Apply