Senior Human Resources Operations Assistant at African Development Bank - AfDB

Location: Abidjan, Côte d'Ivoire

Position Grade: GS8

Position Number: 50053702

THE COMPLEX:

The (new) People and Talent Management Complex (PTVP), will retain overall responsibility for attracting, developing, motivating and retaining a strong complement of professionals, support staff and contingent staff to deliver the business of the Bank into the future. The PTVP is responsible for ensuring effective systems and controls in HR administration from hire to retirement. The PTVP is also responsible for the effective administration of the Bank’s benefit plans (medical and staff retirement) and ensuring the financial sustainability of these plans.

The PTVP Complex, through several dedicated teams, supports the organization by recruiting and developing talented professionals, growing performance capability, providing best practices in talent management and contributing to higher levels of employee engagement. These will ensure the building of organizational capabilities for delivering the Bank’s strategic business agenda and retaining the competitiveness of the Bank as the leading MDB on the continent.

This Vice Presidency directly oversee the unit responsible for administering benefit plans (Staff Retirement Plan and the Medical Plan) as well as three dynamic HR Departments. The first of these focuses on interfacing directly with staff clients through integrated client services to internal and external stakeholders (through HR Operations, Recruitment and Talent Acquisition, HR Business Partnering, and Staff Engagement initiatives).

The second team hosts the HR Centers of Expertise focusing on Talent, Performance and Staff Development, and is responsible for developing insights, programs and policies in the areas of Performance Management, Staff Recognition, Careers, Learning and Staff Development.

The third team hosts Staff Welfare Services and the various elements of Employment Policy (Reward & Compensation, Employment Policy and Program Management), as well as the Medical Services & Staff Welfare Unit.

THE HIRING DEPARTMENT/DIVISION:

The Human Resources Operations, Recruitment & Client Services Department (PTCS) focuses on interfacing directly with staff clients through integrated client services to internal and external stakeholders (through HR Operations, Recruitment and Talent Acquisition, HR Business Partnering, and Staff Engagement initiatives). This will help the Bank to achieve its strategic agenda through attraction, development, engagement, motivation and retention of a best-in-class workforce.

The core mandate of PTCS.1 Division is to provide Client Managers and staff excellent People Management solutions in response to their business needs, help foster the work climate conducive for accelerated business delivery in the areas of the High 5s agenda.  The Division provides clarity on HR policies, processes and programs to empower line managers to better manage people to deliver on the business.  

THE POSITION:

Under the guidance of the Chief Human Resources Business Partner (HRBP), the Senior Human Resources Operations Assistant is responsible for providing support, facilitation, follow-ups and sometimes closure of transactional Human Resources issues which the Chief Human Resources Business Partner (HRBP) would otherwise not have been able to undertake expeditiously. The proximity of the Senior Human Resources  Operations Assistant to the action parties enables issues to be resolved in a more efficient and timely manner. The Human Resources Operations Assistant reports to the Human Resources Business Partner.

KEY FUNCTIONS:

Under the overall supervision of the Chief Human Resources Business Partner, the Senior Human Resources Operations Assistant will undertake the following key responsibilities:

• Support and follow up on any Human Resources issues related to talent management, compensation and benefits, people development and employee case management, as instructed by the Chief Human Resources Business Partner.
• Obtain approvals as required for processes and follow ups with the Human Resources Administration unit to completion.
• Prepare, and as needed, gather information and relevant documents for the supervisor regarding issues being discussed or processed by the Chief Human Resources Business Partner.
• On behalf of the Supervisor, request clarifications on policies and procedures, on status of individual situations.
• Assist in preparing communication and presentation documents through drafting, elaborate memos, spreadsheets, PowerPoint presentations and conduct first-level analyses regarding Human Resources initiatives.
• Develop and propose for HRBP’s consideration, draft schedule for annual Human Resources processes - e.g. performance reviews, staff mobility.
• Support the execution of such annual processes, providing line management with assistance in their execution, ensuring return, checking quality and comprehensiveness and asking for complements as required.
• Keep the supervisor informed of developments and changes in areas of responsibility.
• Provide first-level support response to staff information requests in areas of responsibility.
• Assist in building and follow up of relevant budget implementation.
• Update talent management team on status and projections of recruitment and departures.
• Execute received instructions and anticipate and inform superior and relevant colleagues of any risk of delay in achieving targets, and take or recommend action to avoid risks as per operating procedures.
• Support the monitoring of client services in order to ensure its deliveries fall in line with the Department’s specifications.
• Assist to onboard subordinate staff members.
• Organize his/her work to deliver most efficiently, identify and report on areas for improvements in procedures and tools used, propose and introduce such improvements.
• Comply with his/her function's control and reporting procedures, inform his/her supervisor frequently about work progress, current and anticipated issues, and propose actions to address them.
• Adhere strictly to all ethics, health, safety, fire prevention, security, environment and hygiene policies and procedures, keeping his/her work area and equipment clean, tidy and in safe condition, and by adopting and encouraging colleagues to adopt the appropriate behavior.
• Prepare and submit at agreed intervals, reports to the Chief Human Resources Business Partner for updates and matters under development.
• Prepare monthly reports with a standard dashboard which captures Human Resources Analytics on training achievements, Employee engagement activities, attrition, staff movements, exit interviews, performance review status, etc.

COMPETENCIES (skills, experience and knowledge):

• Hold at least a Bachelor’s degree in Business Administration or Human Resources Management/Organization Design or its equivalent in related fields.
• Have a professional qualification in Human Resources Management/general administration or in related fields.
• Have a minimum of six (6) years of progressive experience in two (2) or more different areas of Human Resources Management (e.g. Recruiting and Staffing, Talent Management, Compensation & Benefits, Employee Relations, Human Resources compliance, Organizational Design, Learning and Development, Human Resource information systems (HRIS) and payroll).
• Business experience outside of Human Resources an added advantage and/or experience in general administration.

Experience in HR management

• Ability to understand tasks given by Human Resources Business Partners on Human Resources policies and programs to clients’ satisfaction.
• Ability to provide effective support to Human Resources Business Partners and clients requesting assistance from the Human Resources Business Partner function.

Internal Consulting & Coaching

• Ability to assist clients to solve human resources related problems and enquiries through clear interpretation of Human Resources policies. 
• Ability to assure that client’s expectations are met through timely responses and resolution of issues.

Project monitoring:

• Assist the Human Resources Business Partners in ensuring that project deliverables are transitioned into day-to-day practices.
• Communication and intercultural sensitivity.
• Team work.
• Client orientation.
• Interpersonal skills.
• Tact.
• Ability to communicate effectively (written and oral) in English or French, preferably with a working knowledge of the other.
• Good knowledge of the use of standard software (Word, Excel, Access, PowerPoint, and web tools).  Knowledge of SAP or other systems used in the Human Resources Information systems of the Bank would be an asset.