People & Culture (P&C) Officer, VisionFund International
PURPOSE OF POSITION:
This role will be responsible for providing data collection, data analysis and process improvement support to the VisionFund International (VFI) People & Culture (P&C) team. It will be required to provide support across various facets of the Human Resources function and will have a primary focus on understanding and driving efficiencies in P&C process. This role will directly support employees and managers at VFI to provide solutions to basic employment queries as well as directing employees to query specific experts within the partnership. This role will also provide support to P&C managers/teams within the MFI’s for various data initiatives and HRIS system compliance.
This role will require an individual who is able to work effectively with limited supervision (often remotely) as well as someone who demonstrates excellence in customer service skills. This is a role that draws on, and develops further, a wide variety of people and culture related theories, best practice and practical experience particularly in relation to change management/culture.
Responsible for data accuracy and timely reporting from the Human Resources Information System (HRIS):
As a trained super-user of the Our People HRI System manage VFI employee data to ensure accuracy and effective use of the platform. This includes influencing MFIs throughout VisionFund’s network to make use of OurPeople.
Identify potential OurPeople ‘champions’ at the MFIs – develop them through online training and mentoring. Foster a culture of knowledge sharing regarding people data among the MFI P&C staff. Design and execution of one-to-one and group learning interventions with MFI P&C staff on OurPeople.
Train all Global Centre employees and managers in how to use OurPeople system (e.g. for absence management and for managing personal data).
Run monthly and ad hoc reports as required by the Global Centre (and MFI’s when required by Regional BPs, and cleared by P&C Director). This includes headcount tracking, recruitment tracking, etc.
Set-up and run queries from the OurPeople system for the P&C Director when requested.
Problem solve when data integrity or process issues arise within the Our People system. Including helping P&C colleagues to promote the benefits of using OurPeople and providing tips and training on how to get the most out of the OurPeople system.
Responsible for P&C reports:
Influence and coach P&C colleagues to complete annual LEADER scorecard reports in a timely fashion. Reviews all submissions for quality from each MFI & GC and works with P&C teams to correct errors within WV timelines.
Influencing and coaching P&C colleagues to complete annual Workforce Demographics reports. Reviews all submissions for quality from each MFI and works with P&C teams to correct errors within WV timelines.
Provides quarterly absence management and turnover reports to P&C Director. Follows up with managers and employees regarding absence data.
Providing quarterly headcount reports or Finance Reporting Manager which includes monthly and annualized data for management reporting.
Provides salary data annually for financial planning at the GC level.
Works with operations/social performance to provide data and input in building a relevant data story for the business.
People & Culture Administration:
Assist ISS in placing adverts online.
Take up references on candidates.
Obtain police checks on candidates.
Manage on boarding administration.
Contract administration under the guidance of colleagues.
Complete PAFs when required.
Timekeeping & Absence Management:
Acts as a timekeeper for all US-based staff, exempt and non-exempt.
Employee changes (e.g. via letters and PAFs):
Create contract amendment letters, under the supervision of the P&C BP/Director.
First point of contact for questions about PAF system.
Support managers in creating PAFs for their team members, take a coaching approach to ensure managers are fully responsible for these PAFs.
Ensure the PAF approval process is carried out efficiently for each VFI PAF.
Work with manager and P&C counterparts to resolve PAF issues as they arise, in a timely manner.
In-house Training Coordinator:
Point of contact for in-house training – keep a catalogue of available training and advising those who ask on appropriateness of training course.
Manage applications for training courses.
Provide participant/nomination lists to P&C colleagues.
Facilitate training cohorts as needed and with clearance of P&C Director.
P&C Team Coordinator:
Organise team meetings at request of P&C Director.
Proactively update MFI/VFI P&C staff contact list and circulate it on a regular basis.
Manage the P&C team’s filing system (and any related change management e.g. shifting to new system).
Ad hoc team support tasks as requested.
First point of contact for the Employee Engagement survey (Our Voice):
Administer all communications for annual Our Voice survey with support from P&C BP/Director.
Provide support in administering and following up the survey, including building capacity among P&C colleagues in the use of the reporting tools and discussion/action planning materials.
Supporting the post-survey process and providing input into engagement data at the GC level and regional level.
Responsible for GC Staff Induction & Exit:
Manage administrative areas of new starter induction process including making improvements to the Orientation Checklist, checking there is a performance agreement on file within first 2 months of employment, and scheduling a P&C meeting for the new staff member.
Send out exit survey and creatie PAF for leavers.
Ensure separation PAFs include all the required information (e.g. work with payroll to calculate the vacation balance) and ensure all leavers have an exit interview (with either P&C BP or with P&C Officer) Make improvements to the Separation Checklist, and ensure all stakeholders are aware of their responsibilities and ensure the return of company equipment is recorded on the employee’s file.
First point of contact for all Global Centre employees:
Respond to P&C queries from GC employees about themselves (P&C BP in the GC will respond to queries from managers about their teams).
Review employee relations queries as first port of call for employees. (Managers with questions about their team members will have P&C BP as their first port of call). Discern who the query should be directed to within the VFI P&C.
function (or wider WVI P&C function e.g. Benefits team in WVI, staff care team in WVI, the local payroll, etc). Use professional experience and good judgement to decide which queries can be answered directly and which need to be passed on to a colleague.
Equip employees to use basic tools, such as the appropriate policy database, to answer their own queries.
Integrated Talent Management administrative support:
Communicate planned dates for annual performance management cycle to managers and staff (after agreement with P&C colleagues).
Circulate standardised forms and guidance to managers.
Collect completed documentation, log it and file it.
Give updates on completion rate of End of Year Reviews to P&C Director and P&C team.
Compile overview of End of Year ratings on GC staff and leaders of MFIs for P&C Director (with analysis to check for gender/age/etc bias)
Coordinate the 360-degree feedback process at the GC level.
Individual Development Plans:
Support P&C Director and team in managing HIPO development plans and ensuring they are stored and logged, so that the P&C team can follow up with the relevant managers to ensure IDPs are being reviewed annually.
Support P&C Director and team in managing succession planning documentation and producing reports. Reports to include gender ratio of successors.
Point of contact for any technical difficulties in the use of the OurPeople system for succession planning.
Produce Reports on Integrated Talent Management:
Under the supervision of the P&C Director provide reports on the progress made on ITM in the Global Centre and in the MFIs.
KNOWLEDGE, SKILLS & ABILITIES:
Tertiary qualification (min bachelor’s degree) in Human Resource Management or related discipline is required or the equivalent level of critical thinking, knowledge of HR theories and best practice and analytical abilities must be demonstrated through relevant work experience.
Extensive HR administration experience is required.
Proven HRIS experience and able to demonstrate ability to manipulate data, run queries and create reports.
Solid communication skills preferably gained in Customer Service/Support position.
Flexibilityto work with colleagues in different time zones.
Proven ability to juggle a high volume of concurrent activities and work to deadlines and manage multiple stakeholders.
Influencing skills across many cultures and at all levels.
Previous administrative experience working to support a virtual team.
Good command of Spanish an advantage (written and verbal).
Excellent customer service and relationship management.
Data analysis (proficiency in the use of MS Excel) and clear presentation of findings (e.g. in MS Powerpoint).
Fluency in English is required. This role requires effectiveness in written and verbal communication in English including in understanding and conveying nuances, as P&C topics can often be legally or emotionally sensitive.
Preferred Skills, Knowledge and Experience:
Previous experience in recruitment, employment relations, customer service work an advantage e.g. in process improvement and problem solving.
Experience using Lotus Notes is an advantage.
Previous experience as an HR assistant or co-ordinator.
Experience working in a multi-cultural environment, NGO experience preferred.
The position requires ability and willingness to travel domestically and internationally up to 5% of the time.