Operations Specialist: Human Capital at Development Bank of Southern Africa (DBSA)

Key Responsibilities

Objectives, Initiatives, Projects & Business Intelligence

• Co-ordinate the development and periodic revision of the strategic objectives of Human Capital Division. Assess and ensure that there is adequate cascading and effective alignment of strategic objectives to the operations of the Bank.
• In liaison with the GE: HC, manage various strategic initiatives and projects on behalf of HC.
• Coordinate, monitor, track and report on these strategies, projects and initiatives including recommending strategy enhancements/changes as and when required.
• Provide business intelligence to HC by conducting studies, research and keeping abreast on issues affecting areas of responsibility which inform the strategic direction of HC. These would include amongst others the preparation and provision of relevant reports for decision making purposes.

Planning, Budgeting & Performance Management

• Facilitate the development of the HC’s short- and long-term plans and the scheduling and organising of planning sessions and final HC Plan aligned to the Corporate Plan and the Bank’s strategy. Coordinate and consolidate inputs for the preparation and alignment of HC’s Balanced Scorecard (BSC) and provide support in compiling the final draft.
• Monitor and track the Division’s performance against the Balanced Scorecard and provide reports on tracking progress, critical areas of improvement and priorities to ensure targets are achieved.
• Prepare and manage the budget of the GE: HC’s office and serve as the budget controller in consultation with the GE, including the preparation of procurement documents when required.
• In liaison with the GE: HC and the Heads, co-ordinate the development of business scorecards (performance measures) of HC, in line with the strategic objectives. Facilitate and ensure approval thereof.
• Assist the GE: HC with ensuring that performance agreements are in place for all his/her direct reports.

Governance, Risk Management, Compliance & Controls

Perform governance activities as follows:

• Facilitate the compliance of governance requirements of the HC operations in accordance with the applicable governance framework of the DBSA. Where a certain aspect of governance framework is not adequate or suitable, develop an appropriate measure tailored for the needs of HC.
• Facilitate the development, management and monitoring of HC delegation of authorities, ethics / declaration of interest requirements, committee requirements and charters, as well as Board requirements.
• Perform all other ad-hoc governance requirements of HC.
• Develop the risk matrix in relation to the strategic objectives of HC.
• Continuously monitor the compliance of the HC against governance standards.

Perform risk management activities as follows:  

• Develop the risk matrix in relation to the strategic objectives of HC.
• In liaison with the Heads and the HC, co-ordinate the development and implementation of the risk metrics / registers to monitor the effectiveness of risk strategies.
• Facilitate the performance of periodic management assurance reviews to assess the adequacy and effectiveness of the risk mitigation measures,
• In liaison with the Risk Division of the DBSA, evaluate, monitor and report risks and mitigation thereof.
• Coordinate high level Divisional Risk reports for Exco, Board and other relevant meetings.

Perform compliance activities as follows:

• In liaison with the GE and Heads, develop a compliance framework for HC. The framework should incorporate all legislation and other applicable compliance of HC.
• Coordinate the periodic review of service provider agreements.

Perform the internal controls activities as follows:

• In liaison with the GE: HC and Heads, develop the policies of the HC. The policies must be aligned to the strategic objectives, value chain, and risk mitigation metrices of HC.
• Periodically assess and monitor the adequacy and effectiveness of the internal controls of the HC.
• Monitor and update policies of the HC as business operations and/or risk profiles changes.

HC Cluster Operations Management & Coordination

• Manage day-to-day and routine operations of the HC cluster as follows:
• Plan, manage, and monitor day-to-day strategic and operational requirements/tasks to ensure optimisation and efficiency of the operations.
• Attend-to and address the needs of the HC employees (GE, Heads, Other Employees).
• Manage and communicate with internal and stakeholders.
• Plan, manage, and execute planned operational requests of HC.
• Execute and manage ad-hoc requests from internal and external stakeholders.
• Work with the GE: HC and Heads to implement key strategies, projects and initiatives for HC.
• Oversee the overall efficiency within HC and eliminate any bottlenecks.
• In liaison with the Heads and GE: HC, assess the training requirements (technical or otherwise) of the employees of HC. Ensure that the training needs are fulfilled.
• Support the GE: HC in relation to preparations for the requirements of governance structures (e.g. Exco, Exco Subcommittees and Board Subcommittees, Steering Committees) by ensuring amongst others, the necessary inputs and preparations for required documentation.
• Keep track of all Board, Exco and Subcommittees’ resolutions and ensure that they are actioned. Facilitate the follow-up on key executive decisions and action items and ensure timeous implementation thereof.
• Coordinate and/or prepare concept documents, reports, memos, letters, and presentations on behalf of the GE as and when required.
• Undertake other tasks as assigned by the GE: HC, from time to time.
• Analyse and interpret data and/or reports from Heads and project leads to provide dashboards and summaries outlining critical information and areas of concern.
• Compile and distribute Divisional reports/presentations and communicate on behalf of the GE: HC providing feedback and updates on initiatives, projects and various operational tasks.

Project Management and Process Improvement

• Provide technical and other support to the GE: HC to manage and drive various strategic initiatives and special projects:
• Participate in the definition of project scope and key deliverables.
• Develop a detailed project plan to monitor and track progress on Human Capital initiatives led by the GE: HC.
• Coordinate internal resources and third parties/vendors for the successful execution of projects on-time, within scope and within budget.
• Oversee changes to the project scope, project schedule and project costs in consultation with the GE: HC.
• Oversee project documentation and feedback reports.
• Monitor project performance as per the agreed project plan and report and escalate project challenges to the GE: HC.
• Conduct in-depth assessments of HC processes to establish areas of improvement and provide recommendations on processes and design of new initiatives.
• Implement systems, processes, and procedures to improve the Divisions administrative efficiency, effectiveness and productivity.

Office Management

• Develop specific templates for the Division for standardisation of reporting and administrative efficiency.
• Administer the document management system to secure/ store data and provide a platform for sharing Divisional information.
• Work with the GE: HC to support the planning and execution of day-to-day work routines and key deliverables.
• Manage the GE: HC’s office with specific reference to the following:
• Monitor that the GE: HC’s office is appropriately resourced with daily consumables.
• Provide secretariat support in key meetings and interactions to ensure the recording of decisions and follow-up.
• Draft and edit all communication (letters, routine correspondence) from the Office of GE: HC for approval.
• Lead the procurement of professional services on behalf of the GE: HC by developing the relevant procurement documents and ensuring that procurement is performed according to SCM Policies & Procedures.
• Undertake other tasks as assigned by the GE: HC, from time to time.

Key Measures/KPIs

• Effective management of HC initiatives, projects and assignments.
• Quality of services and solutions provided to business.
• Effective management of the Office of GE: HC.
• Adequate and efficient operations of HC.
• Quality and accuracy of HC, documents, presentations and reports generated.
• Effective governance, risk coordination and management of the Division.
• Adequate internal controls and clean audit.

Minimum Requirements:

• A B-Degree in Human Resources / Industrial Psychology / Social Sciences.
• Minimum of 8-10 years’ experience in a similar role or as a Senior HC Business Partner or as a Human Resources Manager in a medium to large size organisation.
• In depth experience in the execution of human capital management, generalist HC functions such as talent acquisition, talent management, succession management, performance management, incapacity management, occupational injuries, remuneration and labour relations.
• Demonstrated HC solutions design and partnering experience at strategic level.
• Proven experience in preparing documents, reports and presentations for Executives and Board.
• Experience in communicating with high level stakeholders (verbal and written).
• Demonstrated experience in managing and implementing projects as well as excellent skills in planning and organising.
• Extensive and deep computer skills in Word, Excel, PowerPoint and Outlook.
• Proven ability to coordinate and manage multiple functions.
• Excellent leadership skills to manage a team within the GE’s office as well as the ability to mobilise appropriaaate resources to assist in providing the most suitable solutions and services when required.
• Exposure in strategy in strategy formulation and execution.
• Proven understanding of people management and people management strategies.
• Strong knowledge of the relevant legislative framework, i.e., LRA, BCEA, King IV and other relevant legislation etc.

Desirable Requirements:

• Experience in change management, organisational development, organisational design, organisational transition management etc.
• Experience in employee relations and related.
• MS Projects.