HR Information Systems Specialist at Auditor-General of South Africa

Requirement Overview

This role serves as the strategic advisor and first line support for information systems support which will enable HR planning and operations. This role works closely with other subject matter experts to ensuring data integrity, testing of system changes, report writing and analyzing data flows for process improvement opportunities. The Specialist also supports system upgrades, patches, testing and other technical projects as assigned.

Strategic Function

• To ensure that the integrated Human Resources Management and Payroll systems are established
• Ensure accurate HR data thereby supporting leadership in making informed decisions
• Provide subject matter expertise and strategic advisory guidance to business and key stakeholders

Product Management

• Create and maintain a system operating manual which provides detailed instructions and guidance on the use of the system
• Ensure that interfaces with other applications are catered for
• Support with the user interface configuration and content
• Provide support with 3rd party systems and platforms integrations (e.g. payroll systems, Learner Management Systems etc.)
• Participate in the joint application development (JAD) sessions and in the design of logical data and function models
• Participate in the evaluation of solutions including packages
• Ensure that customers identify with and take ownership of the details in the statements of the business requirements
• Specify systems and programme requirements
• Ensure conformance to systems development standards and practices
• Ensure that all systems standards are complied
• Provide 1st line technical support, troubleshooting, and guidance to HRIS users
• Program custom functions and documentation such as automated queries, filters, macros, and reports
• Stay up to date with knowledge of trends and developments in HRIS providers, vendors, and technology
• Update and maintain parameter files and all tables within the HRIS by creating new, changing and deleting unused codes e.g., pay point, cost centres, locations etc
• Maintain and update payroll parameters
• Identify the need for modification, and enhancements and seek solution from the HRIS provider
• Upgrade the system with the latest programme releases from the service provider in line with new legislation
• Advise all users on new system processes and procedures
• Develop and design customised programs, implementing and maintenance thereof
• Resolve systems problems where possible
• Log queries and issues calls with the service provider and follow-up of queries
• Develop and maintain awareness and understanding of developments within HR software systems generally within the finance sector
• Contribute towards the continuous improvement of the AGSA as it develops its capabilities in the use of HR systems
• Secure the system against unauthorised entries by establishing a process of scrutinizing audit trails
• Ensure system compliance with data security and privacy requirements
• Control access to the system at all levels; create processes and procedures that allows for the verification and validity of entries arising from such access
• Ensure that all data is backed up in the various directories in order that the proper restore is carried out in the event of a crisis
• Facilitate and coordinate system testing during disaster recovery testing exercises
• Ensure that a backup of the system database is done before the submission of the full payroll run, and after the acceptance of the payroll run
• Ensure that the system access is not compromised and that, it is recoverable offsite in the event of a disaster
• Identify and interpret client requirements and develop online/ automated solutions
• Develop Dashboards for ease of drilling down and presentations
• Automate people portfolio electronic forms with SharePoint to ensure efficiencies
• Integration of forms on SharePoint to other platforms to import data and run reports on data
• Develop a central hub that stores documents for all end users
• Develop project management tools for line managers to track projects
• Create dashboards with Microsoft Power BI
• Develop dashboards on all new requirements from business
• Train and support Power BI and teams to enhance collaboration and sufficiency in the portfolio as well as training of end users (where necessary)
• Build, automate and maintain the reports in the HRIS
• Creating and maintaining templates within the relevant systems as required by the HR team
• Map out process flows to be documented and published within the people information system environment
• Provide multiple services to support the HR team and the company as a whole with their reporting platform needs
• Develop and enable employees throughout the company to access the reports they require on demand with the data they are authorized to view
• Assist with flushing out the requirements and pull data from multiple sources to build a thorough report with charts and graphs
• Investigate and implement new reporting tools if the ones available are not meeting the company's needs
• Compile or assist with the acquisition of complex data reports, summaries, and logs for senior executives and HR staff
• Generate, automate and produce operational reports and management information, adhering to defined templates
• Ensure compliance with information security protocols
• Manage HRMS functionality
• Identify and draft new business specifications
• Participate in the compilation of Business Requirements Specifications for review and signoff by senior managers of BSO and ICT
• Understand system functionality to prevent the duplication of functionality and limit customizations on the system
• Ensuring that users are adequately trained in the system application and processes
• Assist as BSO Technical Lead on projects as and when require
• Track and update audit finding(s) status on Risk tracking tool
• Assist to identify system solutions to audit findings where applicable
• Develop and maintain appropriate benchmarks with other organizations, working as the key representative to the external benchmarks and key surveys supporting the People Portfolio

Stakeholder Management

• Collaborates with executive leadership and HR staff to identify system improvements and enhancements; recommends and implements solutions
• Serve as representative and liaison between HR, information services, external vendors, and other stakeholders for HRIS design and implementation projects
• Communicate and interact with ICT about the impact and complexity of all new business specifications
• Determine the priority order in which business specifications must be completed in conjunction with ICT, end users and the relevant stakeholders
• Communicate to the systems team regarding any system development issue related to the individual members’ area of responsibility
• Liaison between ICT, People Portfolio, Finance and Risk and Ethics business units in relation to People Portfolio audit findings
• Build and maintain positive and value-adding relationships with internal and external stakeholders
• Provide strategic support and guidance to key stakeholders and BU management to ensure alignment
• Scan the environment to ensure a clear understanding of stakeholder needs
• Liaise with internal and external stakeholders and facilitate the implementation of stakeholder programs based on the BU/Centre stakeholders and strategic plan

People Management

• Support the in the implementation of the activities outlined on the portfolio People Plan transformation/culture plans
• Manage own performance to drive productivity
• Provide support to the line manager in the cascading of the vision achievement/ organisation alignment messages and commitments
• Motivate, coach and mentor staff to ensure maximum productivity and development of the staff to their full potential

Financial management and Operational Management

• Contribute to the development of the BU’s budget
• Ensure compliance with internal policies and procedures
• Manage the BU’s risks and implements mitigating actions where necessary
• Ensure compliance with internal processes and procedures

Other responsibilities

(Applicable to All JD’s)

• Perform and/ or manage other projects, tasks and assignments not stipulated on the job description, as and when required

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