DIRECTOR, HUMAN RESOURCE MANAGEMENT AND DEVELOPMENT

1. 
   JOB SUMMARY

Reporting to the Governor-General’s Secretary, the Director, Human Resource Management & Development is responsible for the leadership, development, review, and continuous improvement of the human resource management policies, systems, procedures, and processes that govern the human resource operations of the Office of His Excellency the Governor-General & Staff.

The incumbent plans, directs, and coordinates human resource management and related administrative activities in order to maximise the efficient use of the Office’s human resource capabilities and the effective delivery of support functions. These functions include recruitment and selection, orientation and induction, compensation and benefits administration, performance management, succession planning, training and development, employee relations, staff separation, leave management, records management, and compliance with applicable laws, regulations, Staff Orders, and Government of Jamaica requirements.

1. 
   KEY OUTPUTS

1. Human Resources policies and procedures developed, reviewed and updated
2. Performance management systems implemented and monitored;
3. Disciplinary and grievance matters managed in keeping with approved procedures;
4. Manpower planning and staff complement management conducted;
5. Recruitment and selection exercises completed;
6. Job analysis, job evaluation and job description review processes completed;
7. Staff complement developed and maintained;
8. Compensation benefits, and remuneration-related actions administered;
9. Employee separation process managed;
10. Staff orientation, induction, reorientation and training initiatives executed;
11. Staff welfare initiatives and HR interventions implemented
12. Internal and external training and development initiatives executed;
13. Leave management systems administered;
14. Employee records and human resource information systems maintained;
15. Succession planning framework developed and administered;
16. Strategic, business and Operational Plans for the Unit developed and executed;
17. Individual work Plans developed and monitored.
18. Communication systems maintained;
19. Human resources services delivered.

1. 
   KEY RESPONSIBILITIES

Technical/Professional Responsibilities

1. Conducts periodic reviews of the organisation’s policies and manuals to ensure that they are in alignment with the relevant labour laws and regulations;
2. Reviews, updates and develops human resource, policies, procedures and manuals to reflect the organisation’s ethos, standards and operational needs;
3. Analyses and forecasts manpower supply and demand across the Office and makes the necessary recommendations to ensure that staffing levels and organizational structures remain appropriate;
4. Develops, implements and manages a credible performance management system for the OGG. This includes creating mechanisms for tracking performance, ensuring workplans are prepared and in alignment with operational plans and job descriptions and supporting managers in the effective application of the system;
5. Supports the implementation and monitoring of performance management and evaluation requirements as applicable to the Office.
6. Manages the recruitment and selection process by identifying critical vacancies and support Divisions and Units on appropriate recruitment strategies, and supporting the selection of competent and suitable candidates;
7. Facilitates the orientation, induction and reorientation of new and existing employees as required;
8. Develops and manages the framework for succession planning to identify skills/competency gaps and support continuity, staff development and retention;
9. Provides guidance to managers and staff on human resources related matters including the dissemination and interpretation of disciplinary procedures, policies, terms and conditions of employment and related regulations;
10. Establishes or supports Occupational Health & Safety policies and contributes to the preparation of disaster preparedness and related organizational planning ;
11. Monitors and implements regulations governing human resource management, the working environment, and occupational health and safety, conducts investigations where required, and ensures that appropriate records are maintained.
12. Schedules and conducts job analysis and evaluation to ensure that job descriptions are kept current and accurate, to determine the job’s worth and facilitate the maintenance of an equitable classification and related compensation system;
13. Compiles and analyses data relating to acting appointments, resignations, transfers, retirements, absenteeism, turnover, and other staff movements, and prepares reports and recommendations for management.
14. Liaises with external entities to receive and provide technical advice and to exchange general professional information;
15. Ensures that organisation-wide training needs analyses are conducted to identify gaps and appropriate mechanisms for staff improvement, and facilitates the implementation of internal and external training and development initiatives;
16. Ensures that employees’ personal files and general human resource records, whether manual or electronic, are current, secure, and maintained in accordance with proper records management standards;
17. Manages employee compensation and benefits administration, including leave, health and life insurance, gratuity, pension, staff loans, acting appointments, remuneration-related actions, and other approved benefits.
18. Schedules meetings with staff as required, addresses grievances, counsels employees where appropriate, and supports managers in resolving employee relations issues.
19. Manages the employee separation process, including termination, retirement, and contract non-renewal, and conducts or coordinates exit interviews, analyses the findings, and recommends actions arising therefrom;
20. Manages the administration of the Bamboo HR system, and any other approved HR technology platforms by ensuring the effective utilisation of the system within the Division and the wider organization.
21. Collaborates closely with the Governor-General’s Secretary by providing reports, advice, and recommendations on current and future human resource needs, organisational changes, and related strategic issues.
22. Performs any other related duties that may be assigned from time to time by the Governor-General’s Secretary.

Management/Administrative Responsibilities

1. Develops and monitors the Strategic/Business Plan, One-Year Operational Plan, Human Resource Management & Development Plan, and Budget for the Unit, ensuring that agreed targets and delivery dates are achieved.
2. Develops operational and Individual Work Plans in alignment with the overall strategic and operational priorities of the Office of the Governor-General;
3. Prepares reports for the Governor-General and other relevant stakeholders on matters relating to the HRM&D Division;
4. Organises, directs and monitors the workflow within the HRM&D Division to ensure the effective execution of duties and timely completion of assignments;
5. Represents the Office of the Governor-General at meetings, conferences, workshops, seminars, and other engagements as required;
6. Maintains and promotes customer service principles, standards, and performance measures in the delivery of HR services;
7. Ensures effective administration, monitoring, and continuous improvement of systems, records, procedures, and service delivery within the HRM&D Division;
8. Supports the implementation of technology-based human resource systems and processes to improve efficiency, monitoring, and reporting;
9. Provides leadership, support, and control to direct reports to ensure that they are appropriately motivated, trained, and equipped to carry out their responsibilities to the required standard.

 

Human Resources Responsibilities

1. Provides leadership to staff through effective objective/goal setting, delegation, communication and initiatives that fosters teamwork, a harmonious working environment and promotes collaborative work across units;
2. Provides quality leadership that consistently demonstrates the core values of the Office of the Governor-General and provide appropriate guidance to the team to facilitate professional and personal development;
3. Develops and implements a succession planning programme to ensure continuity of skills and competencies, professional and personal development and career advancement of employees;
4. Conducts Performance Appraisals for the staff in the Unit in accordance with established policies and timelines.
5. Participates in the recruitment and selection of staff and recommend movement where appropriate.
6. Coaches, mentors, and supports the development of direct reports.
7. Recommends training and development programmes for staff in the Unit.
8. Ensure that staff adheres to the policies and procedures, Standing Orders and regulations of the organisation.
9. Ensures that proper and safe working conditions exist for staff within the Unit.

 

Other Responsibilities

1. Serves as a member of the Human Resources Committee, Strategic and Operational Planning Committee, Disciplinary Committee and other assigned committees as required.
2. Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing professional networks, and participating in relevant professional associations and societies
3. Attends social and community events as required and provide support prior and during events;
4. Coordinates human resource arrangements for staff assigned to official events, including welfare, transportation, payment of applicable allowances, and related protocol support requirements.
5. Performs any other related duties and functions that may be assigned from time to time.

1. 
   PERFORMANCE STANDARDS
   1. Human Resources policies, procedures, manuals and systems are developed, reviewed and updated in accordance with established standards and timelines.
   2. The Unit’s Strategic/Business Plan, Operational Plan, Human Resource Management & Development Plan, and Budget are prepared and monitored in accordance with established standards and timelines. Individual Work Plans are developed, monitored, and maintained in conformity with established standards and within agreed timeframes.
   3. Performance management systems implemented and monitored effectively and in keeping with approved guidelines.
   4. Disciplinary procedures, policies terms and conditions of employment and related regulations are effectively managed within established guidelines.
   5. Succession planning, manpower planning, and staff complement management are effectively undertaken to support organisational continuity and capacity, in keeping with HR principles.
   6. Recruitment and selection exercises completed in a timely, transparent and effective manner and yield suitably qualified candidates.
   7. Job analysis, evaluations and descriptions review processes are completed in conformity with established standards and within agreed timeframes.
   8. Compensation, benefits, leave and remuneration-related processes are administered accurately within established guidelines and timelines.
   9. Staff separation (termination, retirement, contract non-renewal) managed effectively and efficiently and exit interviews conducted, with recommendations
   10. Staff orientation, induction, reorientation, training, and development initiatives are executed in accordance with approved standards and identified needs.
   11. Internal and external training and development initiatives executed in accordance with applicable standards.
   12. Employee records and human resource information systems are maintained securely, accurately, and in accordance with proper records management standards.
   13. Grievances, disciplinary matters, investigations, and employee relations issues are managed promptly, fairly, and in accordance with established procedures
   14. Confidentiality, integrity, professionalism, and sound judgement are consistently demonstrated in the execution of duties and in personal conduct.
   15. Effective communication systems are maintained to ensure that staff are informed of relevant HR matters, opportunities, and requirements in keeping with established standards.
   16. Service delivery within the HRM&D Unit is achieved according to documented targets and agreed standards.

 

1. 
   INTERNAL AND EXTERNAL CONTACTS

Internal Contacts (required for the achievement of the position objectives)

Contact (Title)

Purpose of Communication

Governor-General’s Secretary

Receive strategic direction, provide advice and updates on significant HRM&D matters, and bring forward issues requiring organisational coordination, decision, or intervention.

Senior Managers

Exchange information, provide guidance on HRM&D policies and procedures, and coordinate staffing and employee matters.

Director, Finance and Accounting

Exchange information regarding compensation, acting appointments, recruitment, and other staff-related financial matters.

Senior Executives, Programme Managers and Supervisors

Exchange information, provide guidance on HRM&D policies and procedures, receive information, and coordinate staffing and employee matters.

Direct Reports

Supervise, guide, delegate, monitor performance, and exchange information

All other members of staff

Provide information, receive information, and facilitate HR support and communication

External Contacts (required for the achievement of the position objectives)

Contact (Title)

Purpose of Communication

Ministries/Departments/Agencies

Exchange information and coordinate official HR related matters

Ministry of Labour & Social Security

Obtain information and interpretation of relevant labour laws and related employment matters

Office of the Services Commission

Receive guidance on HR policies

Ministry of Finance and the Public service

Receive approvals and guidance on establishment matters, contractual employment, compensation, and funding for established posts.

Receive guidance and approvals on organisational structure reviews and updates.

Other Stakeholders, example: Insurance Agencies, Financial institutions, Training Institutions and Placement Agencies

Exchange information and follow up on service, employee benefits, training, placement, and administrative matters.

1. 
   AUTHORITY

• Access confidential, classified, and sensitive information relevant to the post;
• Accord priority status to incoming correspondence and matters requiring urgent attention;
• Organise, direct, and monitor workflow within the HRM&D Unit;
• Prepare and recommend budget requirements for the Unit
• Recommend training, development, leave, disciplinary action, staff movement, and promotion in accordance with approved policies and delegated authority
• Authorise approved payments for seminars and workshops within budget allocations
• Make recommendations with respect to applicable Government of Jamaica policies and human resource matters
• Enforce compliance with approved procedures, systems, standards, and regulations within the HRM&D Unit
• Recommend leave for direct reports in keeping with delegated authority;
• Make recommendations to improve the efficiency and effectiveness of the HRM&D Unit;
• Enforce compliance with approved procedures, systems, and standards within the HRM&D Unit.
• Maintain close collaboration with internal and external stakeholders in support of the Unit’s output

1. 
   REQUIRED COMPETENCIES

Core

• Confidentiality, commitment, and integrity in the execution of duties;
• Excellent oral communication;
• Excellent written communication;
• Excellent customer and client engagement skills;
• Excellent teamwork and cooperation;
• Sound judgement and discretion;
• Strong organisational and coordination skills;
• Ability to work under pressure and meet deadlines.
• High ethical conduct and professionalism

Technical

• Proficiency in Microsoft Office Suite and other programme applications relevant to assigned responsibilities;
• Working knowledge of statutes, legislation, regulations, policies, and procedures that guide the operations of the Office of the Governor-General;
• Excellent knowledge of human resource management and administration;
• Strong project management, problem-solving, leadership, and time-management skills;
• Ability to compose correspondence, reports, recommendations, and administrative documents;
• High level of initiative and self-motivation;
• Ability to supervise staff and manage workflow effectively.
• Ability to respond effectively to sensitive inquiries, complaints, and employee matters.
• Ability to build and maintain sound working relationships and motivate staff.

1. 
   MINIMUM REQUIRED EDUCATION AND EXPERIENCE

• Postgraduate degree in Human Resource Management, Management Studies, Public/Business Administration, or related social sciences;
• Five (5) years’ experience in a Human Resources Management environment in a senior capacity.

1. 
   SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• Work is performed in an office environment outfitted with standard office equipment and specialised software;
• The job may require long hours, work on weekends and public holidays;
• The environment is fast-paced and requires interaction with critical stakeholders and the ability to work under pressure while meeting tight deadlines;

The incumbent may be required to travel locally and internationally to attend conferences, seminars, meetings, and other official engagements.