Application Pack. HR Systems and Projects Advisor Ref: HR/01/17 Location: London

Transcription

1 HR Systems and Projects Advisor Ref: HR/01/17 Location: London

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3 An introduction to ODI ODI is the UK s leading independent think-tank on international development and humanitarian policy. Founded in 1960, it has made major contributions to research, dissemination and policy change, on all aspects of development and humanitarian policy. ODI has a staff of around 240, two-thirds of whom are researchers and with the remainder providing a wide range of communications and support services. Our mission is to inspire and inform policy and practice which lead to the reduction of poverty, the alleviation of suffering and the achievement of sustainable livelihoods in developing countries. We do this by locking together high-quality applied research, practical policy advice, and policyfocused dissemination and debate. We work with partners in the public and private sectors, in both developing and developed countries. With a reputation for high-quality research and policy advice, ODI is in demand by governments, international institutions, foundations and other partners around the globe. Through our core research programmes we work across a wide range of sectors that have a direct impact on the well-being of the poorest people in developing countries. In addition, ODI offers consultancy services that include technical support to developing country governments, monitoring and evaluation and the development and delivery of tailored training courses, as well as expertise in communications and knowledge management. ODI attaches great importance to dissemination and public policy work in order to ensure that our work reaches the right audiences, at the right time, via the right channels. The Institute: publishes a wide range of authoritative publications such as ODI Briefing Papers, Working Papers and Opinions as well as two peer reviewed journals, Development Policy Review and Disasters has a large public affairs programme, with all of our public meetings and seminars also streamed live online to large international audiences runs international networks, for example the Humanitarian Practice Network and the Climate and Development Knowledge Network hosts the Secretariat for the Active Learning Network for Accountability and Performance in Humanitarian Action (ALNAP) also manages the ODI Fellowship Scheme, which has placed postgraduate economists in government positions in developing countries since ODI s research programmes cover a vast range of development and humanitarian issues. Further information is available in the Institute s Annual Report, and on our website, Candidates are strongly advised to study ODI s activities and objectives before completing an application form. 2

4 ODI S mission and values ODI s mission is to inspire and inform policy and practice that lead to the reduction of poverty, the alleviation of suffering and the achievement of sustainable livelihoods in developing countries. We do this by locking together high quality applied research, practical policy advice and policy-focused dissemination and debate. We work with partners in the public and private sectors in both developing and developed countries. Value Independence What does the value mean? ODI s research, public affairs and policy advice are independent from its funders, and staff are able to challenge donor thinking and policy and the wider development consensus. High quality Best practice, innovative approaches and continuous improvement are ensured in research, policy advice and public affairs. Fairness, diversity and equity All staff and partners are treated fairly and with respect. ODI employment, disciplines and processes are appropriate for an institute focused on international development. Working together There is continuous effort to foster better relationships throughout the organisation Transparency and accountability There is open reporting on the use of public funds, with full communication of our work to our donors, research subjects and partners. Sustainability Resources are used in a sustainable way that reflects consciousness of the impact on the environment. The organisation works in a way that is sustainable, backed by commitment to its longterm viability. 3

5 Job description Job Description Job Title: Department/Group: Responsible to: HR Systems and Projects Advisor Human Resources Head of Human Resources Purpose of Job To project manage the implementation of the new HRIS within deadlines and budget. To ensure HRIS processes and workflows are optimised. The post holder is expected to manage and provide a pro-active, professional, strategic and effective service and be the first point of contact at ODI for all matters relating to ODI staff remuneration and corporate benefits provision such as payroll, reward and HRIS. To understand the aims of a strategic HR function and to support senior managers in introducing and implementing HR projects as required in line with best practice policies and practices for the Institute. Main Duties and Responsibilities Implementing, embedding and ensuring continuous improvement of HR Information Systems (HRIS) Project manage the implementation of the new HRIS within deadlines and budget Ensure that all processes are streamlined, logical and automated wherever possible. Ensure that all HR staff are trained in a timely and regular fashion to ensure smooth transition into business as usual. Ensure managers and staff are trained so that self-service functionality is properly utilised Promote system functionality as appropriate Ensure that data entered by the HR team and others on the HRIS is accurate Primary contact with HRIS for updates, concerns, queries and issues and responsible for managing the relationship Ensure continued development of the HR system and related processes Working with HR Assistants and the wider HR team to ensure that all HR processes are efficient and effective including but not limited to: new starters, leavers, absence and leave, change of contracts and flexible working. Align HR systems with other non-hr systems to reduce duplication and streamline workflows; working with other teams such as Finance, Facilities and IT to improve establishment reporting and monitoring Oversee the development of the HR dash board within the new HRIS to measure and report on people data to drive business success. Writing and programming automated and ad hoc reports as and when requested Benefits and reward operations Being the lead point of contact on payroll and reward matters within the Institute Responding to all payroll, pensions or other reward communications from HRIS provider and other benefits providers or internally within ODI in a timely manner and taking these forward appropriately Supporting HR Assistants with responding to queries, actively helping them to build their own knowledge of benefits/ payroll issues. Actively communicating the benefits package available at ODI to staff Liaising with the finance team in providing final authorisation of the payroll 4

6 Resolving all queries from the payroll bureau in a timely manner Contributing to the annual pay review and annual pay uplift system at ODI Supporting the pay modelling process for both the annual pay review and annual pay uplift system, calculating pay review figures and providing ad-hoc support as requested Oversee the accurate data input, providing checking and guidance for HR Assistants; therefore, ultimate responsibility for processing the payroll relating to the annual pay review and annual pay uplift. Calculating and processing annual cost of living awards to staff Taking forward any statutory or audit requirements related to pay for ODI, in consultation with finance Considering and taking forward any key requirements for ODI from the HMRC or other legislative bodies related to pay, in consultation with finance Oversee the HR Administrators supporting finance to provide external auditors with access to relevant payroll information during their audits Responding to any external statutory requests for payroll information Ensuring that the records retention policy is adhered to in respect to payroll information Actively supporting the Head of HR with development and implementation of the revised reward strategy Leading research into flexible benefits options for ODI Including supporting the research into similar options at competitors, and analysing Consider ODI staff benefits, make recommendations and implement key decisions from this work stream Scoping implementation plans and providing project management support. Supporting the preparation of SMT papers Providing ad-hoc support to the Head of HR as needed Leading on benchmarking of all ODI role types within the pay benchmarking set Designing and implementing annual reward statements for staff Working as a key member of the HR work stream considering ODI staff benefits. Project managing and implementing key decisions from this work stream Pensions support Map processes and ensure the ongoing smooth handling of pensions processing and procedures between HR and the Finance department Ensure up-to-date with pension s information and continuously able to provide ad-hoc support to the Finance department with pension s queries. Lead on communications to relevant staff and support Finance with auto-enrolment implementation and the development of on-going processes, ensuring total legal compliance Project work Manage and coordinate the process for value-added HR projects as allocated by the Head of HR such as: Support projects in relation to policy development, HR process review, reward, recognition, talent management, employee engagement, learning and development and the development of HR metrics. Interpret policy and provide HR advice for managers and staff on HR issues and best practice management. 5

7 Develop plans to successfully implement projects in agreement with the Head of HR Liaise with relevant stakeholders, consider possible options and present possible recommendations to be discussed, agreed and implemented with the Head of HR Management of HR staff May be responsible for the day to day line management and support the development of an HR Assistant/ Officer in line with ODI s management expectations. Other To provide support to other members of the HR team as required or to ODI staff and managers as required, particularly during HR team absences or particular busy periods To carry out other duties falling within the scope of the job purpose, as requested by the Head of HR. All staff are expected to: Positively support equality of opportunity both within ODI and externally Help maintain a safe working environment and take responsibility for own and colleagues Health and Safety Undertake such other duties within the scope of their post as may be requested by their Manager Person Specification Essential Knowledge and Qualifications Extremely high level of numeracy High level of IT literacy and familiarisation with Microsoft office packages Knowledge of legal and statutory payroll issues and requirements, with an ability to communicate these to a non-financial / non-payroll audience. Experience Experience of using a range of HRIS systems Experience of having project managed and implemented a new HRIS system and/or payroll provision Strong project management experience Experience of working with different types of employee benefits Experience of delivering payroll services Experience of delivering pensions related services Sound knowledge of administrative systems Understanding of equal opportunities principles Skills/Abilities Strong organisational skills and self-motivation Strong negotiating skills Outstanding organisational skills and strong attention to detail Extremely highly numerical and budgeting skills Excellent interpersonal and communication skills Both written and verbal Ability to maintain confidentiality Ability to use own initiative and work as part of a team Ability to work to tight deadlines with competing priorities Desirable 6

8 Experience of the USS and SAUL pension schemes Results orientated Experience of working in a not for profit organisation 7

9 Application process All applicants should complete the Institute s online application form (including a full statement in support of their application) on the ODI website ( The closing date for receipt of applications is midnight, UK time, on 15 January Interview Date 23 January 2017 It is our policy to only support the travel expenses to attend an interview, for those who are travelling form outside the UK. Please contact the HR Department to discuss this and to ensure their approval, prior to booking. Terms of employment Location: The Institute is based at 203 Blackfriars Road, London, SE1 8NJ. Salary: 32,926-39,306 per annum on ODI s pay structure. Starting salary will be dependent on qualifications and experience and subject to review. Payable by equal monthly instalments (half in advance, half in arrears) on the 15 th day of each month. Hours: , Monday-Friday. 35 hours per week. Contract: Permanent. All contracts of employment are subject to a three-month probationary period. Leave: 25 days per annum, plus statutory holidays and 3 days paid leave for the office closure during the Christmas and New Year period. Maternity, Paternity, Adoption and Parental leave. Full-pay sick leave after a qualifying period. Pension: The Institute offers a contributory pension scheme with the Superannuation Arrangements of the University of London (SAUL). Union: ODI recognises UNITE and all staff have the right to become members. Additional benefits Loans: The Institute offers an interest-free season ticket loan on completion of probationary period. Childcare voucher scheme: Tax free childcare voucher scheme is available for eligible staff. Cycle to Work Scheme: Save up to 42% on the value of a bike and accessories for commuting, and pay monthly through your salary. Learning and development: ODI offers a comprehensive Learning and Development programme, with training available to all staff at all levels in a range of skills areas. Career progression: ODI provides bi - annual career progression opportunities to all staff, whether through our Researcher career progression (promotion) route or through our non-researcher career development route. Employee assistance programme: Confidential Health and well being support. Flexible working options: Support in maintaining a healthy work-life balance. Maternity, Paternity and Adoption leave: Enhanced pay for eligible employees after a qualifying period. Relocation: Assistance is available towards employees who have been recruited from a place outside the UK. 8

10 Other information The Institute is based at: 203 Blackfriars Road, London, SE1 8NJ. Our offices are close to a wide range of cafes and bars, and to Waterloo, Waterloo East and Southwark stations. There are good transport connections to all parts of London. ODI is within easy walking distance of South Bank Concert Halls, the Old Vic and National Theatres. 9