HR Operations Coordinator

HR OPERATIONS, MANPOWER PLANNING,ATTENDANCE MONITORING FOR EMPLOYEES AND SUBCONTTACTORS OVERTIME PLANNING, SHIFT ROSTERING, EMPLOYEE WELFARE AND GRIEVANCES, DISCIPLINARY PROCESS AND COMMUNICATION

• Actively participates in production meetings and roster planning, for both employees and subcontractors working on site.
• Assures the design, write up, communication, implementation and monitoring of all procedures in production.
• Ensures the planning and approval in advance of overtime with the production manager and foreman.
• Monitors the attendance system and ensures, with the Department Head, compliance with the clock in and out system.
• Conducts a daily check of absences and lateness on the system and provides the Department Head with reports on a daily basis.
• Ensures the leaves application and recording process and system is in place, respected and included in the reporting cycle.
• Actions any disciplinary procedures as per the company policy and employment legislation in Mauritius.
• Ensures that all data have been correctly gathered, processed and validated by the respective Department Heads in line with the documented process, before processing payroll.
• Maintaining the leaves records up to date and ensuring the proper understanding of employees of the application and approval procedures by all employees in production.
• Ensures overtime has been planned, approved, verified, recorded, communicated and processed accurately in the Attendance system.
• Ensures all exceptions are cleared before processing payroll.

• Raises and addresses immediately any issues of non-compliance of Attendance & Leaves procedures with the Department Heads and the HR Manager.

PAYROLL PROCESSING

• Compute & verify salaries for employees for Cementis (Mauritius) within the prescribed time frame (Salaries to be credited not later than two clear days before the end of the month).
• Send interface file from the Attendance system to the payroll system and perform checks to ensure correctness of data loaded.
• Input and verify all variable payments received and ensure proper approval from Hods prior to processing in payroll
• Ensure reconciliation of RGPA and Swan Pension for DB and DC Scheme
• Send monthly updates of salaries to Swan pension (DC & DB)
• Verify that statutory payments have been correctly calculated and proceed with corresponding returns  and filing (CSG, PAYE, Solidarity Levy, etc) within the prescribed delay.
• Calculate (Overtime for contractors on site)
• Ensure proper reconciliation of invoices for entries/deductions made in payroll.
• Prepare monthly payroll reports and conduct the validation process with the HR Manager, Head of Finance, and the Managing Director
• Verify Commission and seek relevant approval
• Verify payment of monthly performance bonuses
• Ensure monthly receipt of payment from pensioners for RGPA.
• Ensure computation of emoluments
• Verify and distribute statement of emoluments to staff within the prescribed time-line.
• Ensure proper filing of payroll documents for easy retrieval when needed.
• Attend to audit queries concerning all payroll matters.
• Any other cognate duties relevant to the payroll processing.

RECRUITMENT :

• Define with the production manager the manpower needs existing or new, define and record roles and responsibilities in the form of job descriptions. Communicate this to the job holder to ensure they understand what is expected of their role.
• Where a new vacancy- new or replacement- arises to initiate and see through the recruitment process for production related roles- with the production team and the HR manager. This includes raising the vacancies, receiving applications, vetting candidates, assisting with interviews, selection process, job offer and issuing employment contracts.
• Implementation of induction process, probation period review and performance review calendars.

HEALTH & SAFETY

Complies with Cementis Health & Safety Management by:

• Abiding to the company’s Policies and following Procedures scrupulously;
• Having a knowledge of the main requirements of group standards and advisories;
• Reporting any dangerous situation, near misses or unsafe act/condition to management ;
• Organise Safety inductions for new recruits
• Follow-up on safety mandatory trainings and keep & update records and ensure HRDC refund
• Participating in and contributing to safety month activities or other safety related events organized by the company;
• Leading or attending tool box talks organized ;
• Maintaining all PPE issued to you by the company;
• Participating in the risk analysis of activities performed by you, as and when required;
• Keeping management informed of all new work process put in place in your department to enable a proper risk analysis.

PLANNING & ORGANISING

Daily

- Attendance monitoring/Shift Monitoring (employees & contractors)

- Overtime monitoring

Monthly

- Payroll Processing

INTERFACES / RESOURCES

Internal

• All departments: For Payroll Processing, Attendance Monitoring/shift planning

External

• Statutory bodies: Payroll return
• Auditors: Payroll Audits

KEY CHALLENGES

• Shift system/Attendance/Absences/Overtime Monitoring
• Late Submission of Information for payroll.