- Mozambique
- Salary: Market Related
- Job Type: Permanent
- Sectors: Hospitality Human Resources
- Reference: 183137
Vacancy Details
Employer: International Facilities Services
1. Purpose of the Role
2.1. Policy Maintenance and Compliance
- To manage the recruitment, selection, and appointment processes for specific occupational levels, ensuring that the Mozambique Company employs the right person in the right job.
- To manage and coordinate the development of workforce plans for the Mozambique contracts that support the sites and Company strategy and agenda.
- To manage the talent management practices across the Mozambique sites for the Company.
- To establish and manage an integrated learning and performance support system for the Mozambique Company that employs a variety of strategies designed to help employees acquire and maintain knowledge and skills required for successful individual, team, and organisational performance.
- To drive the establishment and maintenance of a positive employee relations climate within the Mozambique Company.
- To ensure that all employees are renumerated fairly, accurately and on time to minimise safety incidents with the organisation.
- To manage the compliance with in-country labour laws at all times
- To manage the preparation and oversee labour inspections, ensuring 100% compliance and zero penalties and fines.
- To be a “trusted advisor” to the Operations Managers and individual site managers.
2.1. Policy Maintenance and Compliance
- Drive the implementation of talent acquisition, management, remuneration and development policies and processes and ER management policies and processes in accordance with the IFS SOPs.
- Address non-adherence to in-country legislative and SOP requirements by HR officers using the most appropriate methods.
- Propose changes to SOPs to the Head of HR if or when required.
- Ensure absolute compliance with HR SOPs and in-country labour laws by the IFS managers in Mozambique through regular compliance assessments across the sites.
- Manage and confirm the Mozambique site organograms to ensure accuracy and only support appointments into vacant and approved positions.
- Propose to the Head of HR any ad hoc adjustments to the site structures to meet operational changes.
- Reconcile the organograms against actual staffing on a monthly basis and inform the Head of HR if any adjustments are required so that the payroll administrator can be informed or the organograms need to be updated.
- Maintain the library of job profiles for the Mozambique and ensure that the relevant HR officer has made sure every employee has an appropriate and signed job profile in his/her file.
- Manage and oversee the implementation of agreed recruitment strategies, SOPs and initiatives.
- Manage and assess the efficacy of professional support and advice on recruitment and selection to manager and ensure training is provided on interviewing techniques.
- Oversee the recruitment process across the sites, including:
- confirmed job profiles and personnel specifications
- the job advertisements (including at ONEM)
- the channel to be used
- the application form design
- preparation of other recruitment material such as brochures.
- For the relevant occupational levels, oversee the selection process in accordance with organisational policy and the job specification, including:
- screening application forms
- shortlisting applicants
- interviewing
- psychometric testing and technical assessments
- reference checking.
- Oversee the appointment process across Mozambique, including ensuring the correct employment contract is signed.
- Provide level 1 approval for new employee appointments and ensure all required employee information is provided and captured on the HR system.
- Ensure the appropriate preparation has been done for the start of new employees, including ensuring their uniforms, laptops, PPE, access etc are arranged prior to start date.
- Manage and oversee the onboarding of all employees in Category VI and below in accordance with the relevant SOP and checklist and ensure they are completely integrated into their roles and into IFS.
- Manage and oversee the induction of all employees in the above categories.
- Ensure probationary reviews are undertaken and that the probationary period is concluded in accordance with the SOP.
- Ensure exit interviews for all site staff are correctly done and recorded.
- Consolidate exit data for the Country and report on terminations and exit interview outputs to the Head of HR.
- Ensure all the internal and external documents are submitted for all terminations in the requisite time.
- Ensure exit/termination payments are processed correctly and ensure all records are correct for the relevant site.
- Manage and oversee the talent management and succession planning processes and documents for the Mozambique sites and provide the appropriate reporting to the corporate office.
- Oversee and monitor the planning meetings for talent and development discussions for employees both with and without supervisors.
- Manage the succession planning and talent management processes for the Mozambique Business and ensure they live within the organisation.
- Manage the performance management processes including annual performance planning; bi-annual forma performance appraisals and the accurate recording of results on the system for the Mozambique Business.
- Oversee any poor performance discussions between supervisors and subordinates and ensure milestones are met and the process is closed out in accordance with the SOP.
- Manage and provide 1st level approval of promotion processes in accordance with the SOP and responsibility matrix.
- Manage the design, development, implementation and maintenance of a Mozambique skills inventory to assist in human resource planning and the identification of learning needs.
- Analyse the development plans emanating from sites to understand the training and development requirements.
- Drive an annual skills audit/competency assessment and generate a status report for discussion with the Talent Manager.
- Manage the formulation and implementation of site training plans in accordance with approved IFS guidelines, the competency gaps identified and the development plans emanating from the TADS process.
- Manage the development, approval, and implementation of mentoring and coaching programmes across the Mozambique Business.
- Oversee and assess the implementation of training and development programmes.
- Consolidate monthly management information reports to track and benchmark learning and development participation, costs, and benefits across the Mozambique Business.
- Manage external vendor relationships, where appropriate.
- Manage the provision of training on people management to supervisors and managers.
- Ensure assessments are conducted on employees before a promotion is approved.
- Ensure learning administration and record keeping is up to date and accurate.
- Consolidate and submit monthly management and statutory reports relating to human resource management for the Mozambique Business.
- Ensure that each employee has a personal file across the Mozambique Business with the required documents, as indicated in the checklist.
- Monitor and address legal compliance issues to ensure that all the sites comply with labour laws including rigorously managing expatriate compliance with immigration requirements.
- Ensure regular self-audits are completed to ensure compliance to IFS and in country standards/laws.
- Manage labour inspections and ensure 100% compliance and zero penalties.
- Ensure master data of Mozambique employees on the HR System is up to date and accurate.
- Consolidate monthly reporting on trends in terms of overtime, absenteeism, disciplinary process, training conducted and planned, recruitment planned and closed out across the Business and manage the mitigating measures put in place.
- Manage employee leave across the Mozambique Business, ensuring its reconciled annually, that an annual leave plan per site is approved at the beginning of each year and that leave forms are filed and captured on the system for every absence.
- Ensure efficient rotation and roster systems are established and maintained on every site.
- Manage new engagements and exits for Mozambique and submit them to the corporate office and the labour inspector as required.
- Ensure employee/payroll records are administered and filed correctly, ensuring compliance with regulatory requirements associated with such documentation.
- Check time-keeping records and attendance records for compliance with established standards.
- Check the monthly payroll for each site, ensuring its correctness and its prompt submission to the corporate office.
- Approve the notifications to the corporate office of changes in pay and tax status and miscellaneous changes.
- Oversee that all time and attendance and personnel transactions such as new hires, terminations, leaves of absence, benefits deductions, garnishee orders, etc. are captured in the applicable month.
- Thoroughly check the variance reports and any corrections submitted within agreed deadlines.
- Ensure the payslips are distributed and that a copy payslip is signed by the employee, filed and scanned.
- Ensure sites maintain up to date and accurate databases for dependents (including parents), funeral assistance claimed, bank loans awarded and facilitate related transactions in accordance with SOPs.
- Ensure all allowances and deductions are effected in accordance with SOPs and in-country legislation.
- Manage the development and roll-out of IFS wellness programmes relating to health, safety, time management, stress, and fatigue management.
- Ensure staff medicals are completed promptly ensuring that requisite certification is always valid.
- Initiate, manage and oversee HR projects and initiatives within Country and from the corporate office.
- Ensure a continuous improvement perspective is adopted and ideas given to improve the way work is done to be more effective and efficient.
- Assist in creating a culture of learning within the Mozambique Business.
- Ensure disciplinaries are conducted in accordance with the SOP across the Mozambique Business.
- Ensure there are monthly meetings conducted between management and staff representatives regarding conditions of employment across the Mozambique Business.
- Provide advice to the management team regarding disciplinaries and people management.
- Ensure grievances are addressed in accordance with the SOP across the Mozambique Business.
- Ensure that all employees have signed and acknowledged their understanding of the disciplinary code across the Mozambique Business.
- Ensure that all disciplinary processes are followed through, documented, and closed off according to Mozambique labour law requirements across the Mozambique Business.
- Update the organisation on any changes/amendments to the disciplinary labour code.
- Drive a positive employee relations climate across the Mozambique Business.
- Review progress of outstanding litigation and liaise with and manage external litigation team.
- Liaise with relevant government offices and other authorities if necessary.
- Visit authorities for documentation, follow up and record keeping.
- Prepare and vet all legal documentation.
- Coordinate and brief external litigation team for legal cases and negotiate fee structure.
- Coordinate and make arrangements for arbitration proceedings and provide the required documents to the appointed legal team for proceeding with arbitration.
- Provide advice to country management team regarding legislative compliance and legal matters.
- Draft contracts, agreements, etc.
- Prepare case files and conduct legal research.
- Lead and develop staff within the context of the Labour legislation, Group protocols and strategy.
- Monitor staff performance, provide regular feedback and hold subordinates responsible for continual poor performance or misconduct.
- Manage staff activities, ensuring service levels are met and protocols are adhered to.
- Coach and support staff where necessary to achieve objectives.
- Manage staff leave and general time management issues in line with organisational deliverables and standards.
- Champion staff training and development through the utilisation of available training opportunities o contributing to the development of new training solutions in collaboration with national training specialists.
- Conduct regular performance appraisals with subordinates.
- Establish sound staff and labour organising and communication structures and systems.
- Lead the team towards meeting the strategy and targets through regular communication and utilisation of the full organisational talent management tool set.
- Develop and manage high performance multidisciplinary teams in order to solve problems within the commercial arena.
- Conduct regular meetings and ensure that records are kept and shared across the team and that action plans agreed to within team meetings are delivered upon.
- 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 in the event of tasks or deadlines not met, the potential risks thereof and provide appropriate resolution.
- Manage colleagues’ expectations and communicate appropriately.
- Demonstrate willingness to help others and “go the extra mile” to meet team targets and objectives.
- Human Resource Management Degree
- Must have at least 12 years’ experience as a HR generalist, of which at least 4 must be in a managerial role
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