HRS Business Partner - Workplace Relations and Advisory Services
Apply by: 13 March 2012
This position leads a team that works at both a strategic and operational level to manage the implementation of human resource policies that directly affect people in the workplace at HQ and Country Offices, and liaises with national and international employees, employee associations, supervisors, and managers to establish and maintain good workplace relationships.
Duties
1. Oversee the implementation of HRS Board-approved policies and procedures directly and indirectly related to the maintenance of positive workplace relations of national and international staff at HQ and in Country Offices.
2. Provide accurate advice and advisory support to employees, employee associations, supervisors, and managers in the implementation of Board-approved policies and procedures, by
a. establishing proactive HRS information distribution channels; and
b. ensuring that an Employee Handbook is available to all that reflects IRRI mission, values, and principles, in addition to IRRI’s current policy.
3. In conjunction with the HRS Director, develop, implement, and administer an IRRI Code of Conduct that clearly communicates the organizational values and principles, the rights and obligations of employees and the principles of conduct, including personal and professional behavior, fairness and equity, and discrimination. Hold regular information sessions and workshops to reinforce the Code’s primary messages.
4. Support resolution of performance-based concerns, in conjunction with the HRS Director, by
a. advising and counseling managers and supervisors regarding employee job performance and behavioral issues, and recommending appropriate courses of action;
b. administering a progressive discipline policy and procedure, and providing hands-on support to the resolution of disciplinary or grievance cases, acting as an arbiter between the employee and line manager;
c. coordinating appeals and hearings and ensuring that hearings are conducted according to Board-approved policy.
5. Coordinate grievance procedures to handle complaints arising from employees, including
a. facilitating the conduct of investigations regarding sexual harassment and other complaints of wrong doing, as directed by the Director of HRS;
b. recommending solutions and assisting with facilitation of resolution;
c. documenting investigation findings and final status in a case management system;
d. providing regular status updates to internal stakeholders, and maintaining contact until issue is resolved and case has been closed.
6. Provide dispute resolution services as required including
a. acting as conciliator, or mediator, to advise and counsel so as to resolve workplace disputes; and
b. resolving complex employee and manager enquiries and workplace-related concerns that are escalated via employees, employee associations, supervisors or managers, and ensuring timely resolution of escalated issues.
7. Develop, document, and manage a professional and customer-focused Workplace Relations and Advisory Services approach to handling customer enquiries, which ensures customer privacy when appropriate, including confidentiality and protection of sensitive customer reports or information, and ensures a positive customer experience by communicating empathy to de-escalate difficult situations.
8. Liaise with the Legal Department to
a. act as the primary source of labor law counsel on specific issues related to terms and conditions of employment contracts; and
b. ensure that Workplace Relations and Advisory Services actions are in line with local employment law, including Country Offices where applicable, in addition to adhering to IRRI policies and procedures.
9. Maintain a close connection to the employee community so as to identify factors that affect employees morale, motivation, and efficiency by:
a. holding monthly employee HRS advisory sessions in each of the main HQ locations to allow confidential employee access to HRS;
b. holding monthly conference calls with each of the IRRI Country Offices to share information and identify concerns;
c. coordinating the implementation of the annual employee satisfaction survey in conjunction with Special Projects Services;
d. holding annual focus groups, in conjunction with Compensation, Benefits, and Reporting Services, to receive feedback with respect to employee concerns on wages and salaries, general employee welfare, health care, pensions, and management practices;
e. counseling employees on issues regarding work, family, or personal problems, and, when necessary, escalate to HRS Director and, if agreed necessary, the external counseling services; and
f. advising and collaborating with other HRS team members, other managers, and members of staff as necessary.
10. Conduct interviews with all exiting employees and provide written feedback to the HRS Director regarding trends revealed in the exit interviews.
11. Develop and implement an Employee Suggestion Program that would allow employees to contribute new ideas, including working with HRS Advisors, Special Projects Services to fully implement employee kiosks, among others.
12. Manage a program of general employee recreational, cultural and informational activities, to include
a. The operation of the IRRI Club and Gym;
b. The Annual Sports Fest and ongoing sporting activities;
c. The IRRI-UPLB Dual Meet;
d. Employee bazaars and concerts;
e. Regular cultural awareness events;
f. Health awareness and wellness seminars;
g. Benefit and entitlement information seminars (in conjunction with Compensarion, Benefits, and Reporting Services); And
h. Seminars for dependents of nationally and internationally recruited staff members, in conjunction with the family liaison focal point.
13. Manage the front line for HRS Country Office communications, including
a. liaising with Organization and People Development Services to ensure that the following are in place for Country Offices:
i. efficient and effective orientation procedures;
ii. expatriate support and liaison, including mechanisms to assist in overcoming culture shock in Country Office locations; and
iii. approaches to Country Office employee performance management and development.
b. liaising with Staffing Services to ensure that efficient and effective recruitment, selection, and staffing procedures are in use in Country Offices;
c. liaising with Compensation, Benefits, and Reporting Services to ensure that the following are in place in Country Offices:
i. clear pay philosophies and salary structures;
ii. benefit plans as per approved policy;
iii. timely annual increment processes; and that
iv. annual salary benchmarking takes place.
d. liaising with Workplace Relations and Advisory Services colleagues to ensure that Country Offices have an awareness of and access to all necessary information with regard to policies, procedures, Code of Conduct, gender and diversity etc.
e. liaising with Special Projects Services to ensure that Country Office participation in
i. Employee Satisfaction surveys;
ii. Updates and learning events; and
iii. HRS Audits
f. ensure that all Country Offices have adequate supplies of all HRS related information; and
g. scheduling regular and transparent communication to ensure full participation in the organizational activities and foster a sense of belonging.
14. In conjunction with the HRS Director, take a leading role in the development and implementation of IRRI’s gender and diversity issues, including;
a. ensuring regular meetings of the G&D committee and completion of agreed activities in a timely manner;
b. strengthening of linkages with CGIAR G&D activities in order to maintain up-to-date knowledge of Gender and Diversity issues;
c. developing training and awareness programs for Dignity Advisors in conjunction with organization and People Development Services; and
d. completing annual G&D audit in conjunction with HRS Advisors, Special Projects Services, and recommendations to HRS Director.
15. Represent HRS in interactions with critical employee on-site services, including
a. the Food Services Monitoring Committee;
b. Occupational Health and Safety;
c. Safety and Security Services;
d. Sports Committee;
e. Food and Housing Services in partnership with the family liaison focal point; and
f. benefits providers, including medical, pension, and insurance.
16. Manage the IRRI Clinic operations, regularly researching modern approaches to on-site medical care so as to provide the most efficient and cost-effective solutions to IRRI’s needs.
17. Ensure the implementation of an effective employee relations internal communication approach, which includes
a. the preparation and distribution of written information to inform employees of workplace and advisory-related policies and processes;
b. the creation of appropriate documentation detailing the Institute’s employment-related approach, and family-friendly policies;
c. the development and implementation, in conjunction with CPS and ITS, of guidelines for internal communications, including a method to effectively communicate with Country Offices; and
d. the development, in conjunction with the HRS Director, and maintenance of an effective e-HRM approach to support all HRS services, including recruitment, orientation, etc.
18. Directly manage the Workplace Relations and Advisory Services team by
a. overseeing all related activities on a daily basis;
b. providing problem-solving and decision-making support to team members;
c. completing performance appraisals; and
d. ensuring professional growth of team members.
19. Interface with all employee associations frequently, including IFEA (IRRI Filipino Employee Association), AFSTRI (Association of Fellows, Scholars, Trainees, and Residents of IRRI), AIRESS (Association of IRRI Research Support Staff), AISAS (Association of IRRI Secretaries and Administrative staff), and SINOP (Society of IRRI Non-research Professionals), maintaining strong and positive relationships.
20. Work to continuously improve workplace relations and advisory processes in terms of service efficiency and cost effectiveness, including
a. regularly evaluating and refining internal systems, tools, and processes.
b. researching, identifying, and implementing novel methods of supporting employee relations; and
c. designing and producing appropriate material in conjunction with CPS (Communication and Publications Services).
21. Ensure team usage of technology to support the workplace relations and advisory process, including;
a. maintaining a user-friendly web presence; and
b. designing and develop of e-tools to support employee self-access to information, in conjunction with HRS Advisors, Special Projects Services.
22. Supervise the preparation and analysis of a monthly HRS Workplace Relations and Advisory Services report for submission to the HRS Director, and a monthly update for the IRRI Bulletin.
23. Supervise the implementation of the annual Mutually Agreed Voluntary Early Retirement Program in conjunction with the HRS Director.
24. Coordinate with Government bodies as required, such as Department of Labor and Employment and the National Labor Relations Commission
25. Work with other HR teams as necessary including
a. providing advice to other HRS team members as requested;
b. participating in job evaluation, classification, and promotion processes as required; and
c. other workplace-related activities as required.
26. Lead HRS interactions with all employee assistance programs, ensuring that clear documentation exists for each program and that information is easily available, including
a. ECDC (Employees Credit and Development Cooperative); and
b. VAP (Voluntary Assistance Program)
Qualification requirements
• Bachelor’s degree in human resource management, personnel management, industrial relations, or another discipline that provides suitable basic knowledge
• Minimum of 5 years of relevant experience required, with specific experience in policy interpretation and the provision of advice to ensure compliance
• Ability to develop programs, tools, processes, and systems and identify efficiencies, proven ability to provide internal leadership to a small team, strong interpersonal and problem-solving skills, formal conflict resolution experience gained in a multi-cultural labor relations setting, knowledge of basic counseling techniques
Screening will start on 13 March 2012 and will continue until a suitable candidate has been found.
Please indicate the position reference number in the e-mail subject line. IRRI regrets that only shortlisted candidates will be contacted.
IRRI provides a multicultural work environment that reflects the values of gender equality, teamwork, and respect for diversity, with a competitive compensation and benefit package. Women are encouraged to apply.
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Interested candidates should apply online (click apply now). Should you encounter problems applying online please email at IRRIrecruitment@irri.org
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