HR COMPLIANCE OFFICER (REF: HRCO001)

DESCRIPTION:

Overseeing the General HR Administration by verifying and checking all information being submitted to HR Manager meets compliance and adheres to relevant and applicable Labour and other laws.

KEY RESPONSIBILITY AREAS:

Core Duties:

Payroll: Compensation & Benefits

  • Corresponding with Supervisors on overtime verification, ensuring audit requirements are met
  • Applying strict measures in accordance with Company policies and Labour laws on payment of staff e.g. distribution of payslips to staff and signing off eliminating ghost employees
  • Checking and verifying of payroll schedule
  • Final compilation of payroll report for HR Manager

Record Management

  • Checking of personnel filing of documentation, ensuring audit requirements are met (i.e. updated personal information is filed for minimum 3-year period)
  • Verifying all documentation is filed i.e. tax registration, IRP5, etc. as per requirements

Leave Management and Administration

  • checking of leave forms submitted for correctness and accuracy
  • checking and verifying of leave report
  • submitting final report to HR Manager

Recruitment and Selection

  • Running and ensuring online advert platform is active and running
  • Placement of adverts online and setting up interviews
  • Screening of CVs
  • Conducting of interviews of entry/junior level position
  • Conducting of reference check
  • Compiling of offer of employment letters for junior and semi-skilled employees
  • Providing of all pre-employment documentation and starter pack info
  • Printing and preparation of contracts of employment, company rules, employee details, offer letters
  • Induction of new employees on Company Policies and Procedures
  • Official handover to departmental head of employee after orientation

Termination

  • Receiving of termination letter (resignation)
  • Handover of dismissal letter where applicable
  • Conducting of exit interviews
  • Checking and compiling of UI19s for completed projects, contract expiry, etc.

Job Description

  • preparing of junior and semi-skilled employee job description according to Industry laws and NBCEI
  • assisting HR Manager in the performance management process

Industrial Relations

  • Advising line Supervisors regarding disciplinary action and procedures in line with HR and company policies
  • Advising on initiation of disciplinary action
  • Compiling and investigating of Disciplinary hearing charges
  • Holding enquiries for further investigative purposes in assisting to compile charges
  • Assist in obtaining written and accurate statements from employees
  • Acting as initiator on behalf of company at Disciplinary hearings
  • Sitting in and interpreting in Disciplinary hearings (where employee has required)
  • Assist in preparing statements and bundles for Conciliation and arbitration for CCMA cases
  • Liaising with CCMA and NBCEI on behalf of employer to obtain updates on cases and matters of dispute lodged against company and reporting to HR Manager
  • Acting in capacity of initiator (or assisting Supervisors) in Counselling of Employees for minor transgressions and advising on further action with advice from HR Manager
  • Handling and resolving employee grievances and reporting on these to HR Manager

Training and Development

  • Assisting with compilation of training schedule
  • Liaising with service providers for facilitation of training
  • Liaising with relevant department for training scheduling
  • Conducting of training to junior and supervisor on company policies

Compliance:

General HR
Responsible for communicating and distributing of HR information at staff general meetings on a weekly basis

Core Duties:

Ensure daily fleet and workshop planning

  • Assigning of vehicles to different teams on a daily basis
  • Inspect vehicles daily (for both shifts) and ensure they are in a road worthy state
  • Ensure that sound equipment control measures are in place for the company
  • Recording daily fleet movements with kilometers driven and keeping track of vehicles on the fleet management report.
  • Recording fuel expenditure and toll fees on a monthly basis.
  • Send fleet management report on a daily basis to the COO
  • Capture fuel records and monitor and control to meet monthly targets
  • Ensure that the drivers HSE files are kept up to date i.e. PRDP, medical records
  • Conduct weekly refresher briefing based on fleet policy ext.
  • Evaluate and assess new drivers before assigning company car to employee. Report on assessments and outcomes to COO.
  • Report on all traffic fines (to COO and HR Manager where applicable) monthly and sign off with relevant employee
  • Check and report on license disks of all vehicles
  • Make sure all vehicles are booked for their services and report to COO on services needed a month prior to the service date.
  • Report to COO on any repairs needed on a weekly basis. Provide quotes where necessary
  • Report all incidents and accidents on time as per company procedure
  • Go to the scene of incidents and accidents to render assistance and compile reports for further investigation by the HSSE department.
  • Plan and arrange for vehicles to be cleaned at all times
  • Placing of memos and circulars where staff can easily access the information 

National Bargaining Council of Electrical Industry

  • Submitting all staff (excluding admin employees into the NBCEI database for risk portion) as per collective agreement
  • Ensuring that the 30-day deadline is met in accordance with Council rules
  • Checking and verifying for any discrepancies on the monthly statement
  • Responsible for accurate statements and verification and submitted final report to HR Manager
  • Updates and circulars are communicated to staff where applicable

Health & Safety: OHSA & COIDA

  • assisting the Health & Safety Officer where required in event of IODs
  • completing and checking of relevant IOD forms
  • reporting to HR Manager for Umehleko loading and capturing
  • compiling and updating IOD report monthly
  • checking with SHE dept on any variations on IOD submitted to HR
  • assisting HR Manager in liaising with third party service providers where applicable

Medical Assessments:

  • Coordinating and assisting SHE dept in the organization of medical assessments on an annual basis
  • On-board assessments: coordinating newly appointed employees are assessed within 90 days
  • Compiling a report and follow-ups with service provider for inconclusive assessments

Ensure compliance with

  • Labour Relations Act (that laws governing the company are complied with and keeping abreast of updated Case laws relevant to industry)
  • NBCEI Collective Agreement (ensure annual updates are adhered to and communicated to staff where applicable on instruction from HR Manager)
  • Basic Conditions of Employment Act
  • Compensation for Occupational Injuries and Diseases Act – Letter of Good Standing and liaising with Compensation Fund (with regard to the annual expiration date)

Projects:

  • Compiling of contracts for community labourers
  • Compiling of starter pack documentation for labourers to complete
  • Checking of submitted personnel documents and ensuring accurate and updated filing is maintained
  • Checking and compiling of employee database for HR Manager
  • Liaising with site foreman/supervisor/project engineer on ad hoc issues and resolving issues
  • Receiving and checking of timesheets for discrepancies and ensuring corrections are done timeously and within deadlines constraints
  • Checking of payroll schedule due for project staff payment of salaries
  • Distribution of payslips
  • Completing the monthly payroll file per project and maintaining updated info
  • Termination: check UI19s and providing of notice letters where applicable
  • Site visitation: conducting briefings and site visits based on demand and conflict resolution/issue handling

Pitseng:

Recruitments – Appointments:

  • Placing of adverts for required positions
  • Screening and long-listing of CVs for HR Manager and Restaurant Manager
  • Facilitating interview process
  • Compiling of contracts/offer letters for newly appointed staff
  • Conducting induction for new employees and policy training

Payroll:

  • checking and verifying of timesheets and attendance of staff
  • assisting HR Manager with compiling payroll report

Leave management:

  • conducting checks on attendance and verifying log sheets vs timesheets for attendance
  • conducting informal sessions for leave abuse and/or incapacity in relation to sick leave
  • providing HR Manager with updated report

IR:

  • assisting HR Manager with minor grievances/conflict issues and advising Restaurant Manager on processes to follow
  • conducting counselling sessions
  • conducting investigative reporting for compiling of charges where Disciplinary hearing is appropriate
  • assisting by acting as Company initiator in Disciplinary hearing

Training:

  • Coordinating training as per Restaurant needs and requests
  • Compiling a needs analysis with Restaurant Manager and reporting to HR Manager on training needs

Non-Core Activities 

  • Coordinating employer based initiatives for employee involvement and/or benefit (Mandela day, Braai day, Year-end function, etc)
  • Running projects earmarked as Employee Wellness/Social Awareness for meeting of the Socio-development contribution of the company to society (BEE initiatives) 

Qualifications and Education Requirements 

  • Diploma/Tertiary qualification in Supply chain/Procurement/Logistics
  • Minimum of 2 years’ experience in similar role
  • MS Office (Ms Excel knowledge – at intermediate level)
  • Must be able to do physical work
  • Relevant software (advantageous)
  • Driver’s Licence
  • No Criminal record
  • Clear ITC/credit record

Preferred Skills

  • Good problem solving skills and interpersonal skills (people skills)
  • Strong warehousing background is essential.
  • Excellent communication skills
  • Experience in handling of hazardous materials will be an advantage
  • Strong team player, but also a “no-nonsense” strong personality
  • Must be able to carry heavy material

Closing Date: 20 October 2018

To Apply: Email CV and Certified Supporting Documents to recruitment@ikagengelectrical.co.za using the reference number as the subject.