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Assistant to Senior Personnel Manager

Description

Under the supervision of the Senior Personnel Manager (SPM) assists in the coordination and implementation of human resource programs and initiatives in the area of recruiting, staffing, performance management, and career development for the Technology and General Services Department (TGS). Liaises with Human Resources Department (HRD) on human resource activities. Completed work contributes to the effective human resource management of the department. The Assistant to the Senior Personnel Manager's appointment term will be two years.
1) Recruitment of staff: Assists managers in formulating their proposed staffing model and implementation; assists with the preparation of vacancy announcements; monitors status of vacancies; screens and ranks applications; actively participates in the interview process; assists with the selection and feedback process; liaises with HRD and other departments to arrange for hiring of selected candidates.
  • For special programs such as the Internship and the Associate Professional program screens applications, gathers information, prepares recommendations, facilitates selection and decision making process, oversees the assessment process, and reports on results.

2) Development of staff: facilitates intra-and inter-departmental mobility; coordinates training for Fund courses; assists staff and managers in preparing Individual Development Plans, as required; advises on development programs (e.g., external assignments, professional training); assists SPM and managers in monitoring and preparing background information on promotion and merit increase recommendations; provides input on succession planning for professional level staff. Develops and monitors departmental mentoring program. Provides career counseling and guidance to staff as requested.

3) Performance management: helps monitor fixed-term staff; works closely with managers and HRD in identifying performance problems, helping to find solutions, and monitoring such cases; liaises with HRD on appropriate employee assistance programs in addressing health and personal problem issues; prepares performance management guidelines and roundtable discussions, advises and assists managers and staff, and checks their quality. Prepares TGS post-mortem reviews (high flyers, and low performers). Administers assessment and development tools.
4) General HR matters: advises managers and staff on general HR theory, policies, practices, and procedures; coordinates comments on HR policy papers; communicates and clarifies HR policies to departmental staff; assists SPM in interpreting/implementing Fundwide HR policies; provides background data/information to SPM to facilitate human resource management decisions; participates in policy-making working groups.
5) Other departmental activities: assists in the creation and maintenance of a full-range of HR analytics and metrics for purposes of periodic reporting and workforce planning exercises; participates in staff budget forecasting and assists divisions with the identification of future staffing needs. Leads major TGS staff welfare and reward programs, such as the TGS Annual Awards Ceremony and Bring Your Child Day; owns the internal process for departmental and Fundwide awards.

Qualifications

Educational development typically acquired through the completion of an advanced university degree program in human resource management and administration, business administration, information systems or a related field, plus a minimum of four years of professional human resources management and administration, is required. Alternatively, a university degree and ten years of professional HR experience is required.

In addition, candidates should meet the following criteria:

a) Considerable knowledge of human resource theory and practices;
b) Good knowledge of human resource policies and practices in the Fund and sensitivity to the Fund's working culture, or the ability to learn these aspects quickly;
c) Ability to learn quickly about the department's core work and its human resource and administrative policies and practices;
d) Significant experience in counseling and coaching;
e) Proven interviewing skills;
f) Experience with performance management;
g) Proven negotiating and influencing skills;
h) Strong, proven interpersonal skills and ability to establish effective relations with staff at all levels and of various backgrounds and cultures;
i) Ability to communicate effectively orally and in writing;
j) Proven problem solving skills;
k) Ability to handle multiple/conflicting priorities and to work effectively under pressure; and
l) Knowledge of spreadsheet and database software (Excel and Access) and experience with PeopleSoft, or other Human Resource Management software, highly desirable.