The Position:

The Senior HR Operations Assistant is responsible for providing support, facilitation, follow-up and sometimes closure on transactional Human Resources issues which the HR Business Partner (HRBP) located in the Complex would otherwise not have been able to undertake expeditiously. The proximity of the Senior HR Operations Assistant to the action parties in the Head office enables issues to be resolved in a more efficient and timely manner. The Senior HR Operations Assistant reports to the Human Resources Business Partner. The incumbent’s accountabilities are set for the Human Resources activity in his/her area of responsibility in the region or in the complex.

Duties and responsibilities
Under the overall supervision of the HR Business Partner, the Senior HR Operations Assistant will undertake the following key responsibilities:

• Support and follow up on any Human Resources issues related to talent management, compensation and benefits, people development and employee case management as instructed by the Human Resources Business Partner.
• Provide first-level support to respond to staff information requests in areas of responsibility.
• Obtain approvals as required for processes and follow up with the Human Resources administration unit to completion.
• Prepare, and as needed, gather information and relevant documents for the supervisor regarding issues being discussed or processed by the Human Resources Business Partner.
• On behalf of the Supervisor, request clarifications on policies and procedures, on status of individual situations and cases.
• Assist in preparing communication and presentation documents through drafting, elaborate memos, spreadsheets, PowerPoint presentations and conduct first-level analyses regarding Human Resources initiatives.
• Develop and propose for HRBP’s consideration, draft schedule for annual Human Resources processes – e.g. performance reviews, staff mobility – within the complex/regional context.
• Support the execution of such annual processes, providing line management with assistance in their execution, ensuring return, checking quality and comprehensiveness and asking for complements as required.
• Keep the supervisor informed of developments and changes in areas of responsibility.
• Assist in building and follow up of relevant budget implementation. Update talent management team on status and projections of recruitments and departures.
• Execute received instructions and anticipate and inform superior and relevant colleagues of any risk of delay in achieving targets; take or recommend action to avoid it as per operating procedure.
• Support the monitoring of client services in order to ensure its deliveries fall in line with the Human Resources Management specifications.
• Participate in activities to onboard staff members in areas of responsibility.
• Organize his/her work to deliver most efficiently, identify and report on areas for improvements in procedures and tools used, propose and introduce such improvements.
• Comply with his/her function’s control and reporting procedures, inform his/her supervisor frequently about work progress, current and anticipated issues, and propose actions to address them.
• Adhere strictly to all ethics, health, safety, fire prevention, security, environment and hygiene policies and procedures, keeping his/her work area and equipment clean, tidy and in safe condition, and by adopting and encouraging colleagues to adopt the appropriate behavior.
• Prepare and submit at agreed intervals, reports to the HR Business Partner for updates and matters under development.
• Prepare monthly reports with a standard dashboard which captures Human Resources Analytics on training execution, Employee engagement activities, attrition, staff moves, exit interviews, performance review status, etc.

Selection Criteria

• Hold at least a bachelor’s degree or its equivalent in Business Administration or Human Resources Management/Organization Design or its equivalent in related fields.
• Have a professional qualification in Human Resources Management/general administration or in related fields.
• Have a minimum of six (6) years of progressive experience in 2 or more different areas of Human Resources (e.g. Recruiting and staffing, Talent Management, Compensation & Benefits, Employee Relations, Human Resources compliance, Organizational Design, Learning and Development and Human Resource information systems (HRIS).
• Business experience outside of Human Resources and/or experience in general administration will constitute an added advantage.

Experience in HR management

• Ability to understand tasks given by HR Business Partners on Human Resources policies and programs to clients’ satisfaction.
• Ability to provide effective support to HR Business Partners and clients requesting assistance from the Human Resources Business Partner function.

Internal Consulting & Coaching

• Ability to assist clients to solve human resources-related problems and enquiries through clear interpretation of Human Resources policies.
• Ability to ensure that client’s expectations are met through timely responses and resolution of issues.

Project monitoring:

• Assist the HR Business Partners in ensuring that project deliverables are transitioned into day-to-day practices, milestones and activities.
• Communication and intercultural sensitivity.
• Team work.
• Client orientation.
• Interpersonal skills.
• Tact and ability to maintain utmost confidentiality.
• Ability to communicate effectively (written and oral) in English or French, preferably with a working knowledge of the other.
• Good knowledge of the use of standard software (Word, Excel, Access, PowerPoint, and web tools).Knowledge of SAP or other systems used in the Human Resources Information systems of the Bank would be an asset.