HR Officer -Secretariat

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Job description

HR Officer (Documentation & Information)
6 month Contract
£36,000 PR

This intergovernmental body of the Commonwealth, responsible for advancing and achieving the shared goals of the association's 54 member governments in advancing democracy, development, and respect for diversity.

The Secretariat is headed by the Secretary-General who, as the chief executive of the organisation, is responsible and accountable for overall leadership, management, and delivery.

The HR function is expected to continuously seek to align the Secretariat's human capital capacity with its mission, capabilities and changing mandates, to ensure that it carries out its functions effectively and efficiently.

In addition, the HR Team develops and implements HR management policies, procedures, and practices suitable for a modern international organisation, considering the Secretariat's needs, staff aspirations and good employer practices.

Job Summary
You will work with the HR Business Partners and Advisers to manage the Human Resources records system.
You will provide support across the Human Resources Division and ensure that the Global Safety and Security policy is adhered to, and that analytical data is provided on a quarterly basis.

The post-holder shall:
o Be responsible for maintaining the two (2) human resources repositories, manual and electronic, ensuring that all records are accurately stored, kept up-to-date, and can be retrieved more effectively; and that information is safeguarded.

Act as liaison between the Knowledge Centre and HR for document classification, the archival policy and procedures, and the repository of records in line with the Commonwealth Agreed Records Retention Schedule.
Coordinate with the Knowledge Centre to ensure that the creation, maintenance, use and disposition of records are in accordance with the overall Secretariat's information classification systems and procedures.

o Oversee development of, implement and manage the divisional records management system for HR records; ensure that all records are classified in line with the overall Secretariat classification system, and that disposal is done in accordance with the Secretariat's disposal schedule.

o Promote effective records management throughout HRFM and develop a records system to ensure manual and electronic records are coherent, available and are managed with appropriate security levels.

o Plan, organise, direct, review, coordinate, and establish controls for all HRFM documents and information activities.

o Provide general records management advisory services and training to HRFM where necessary, including advice on the electronic workflow/records management system, filing and classification procedures to ensure the efficient and appropriate storage and retrieval of documents.

knowledgeable and current on the principles and requirements of records management.
Working with the Human Resources team, the post holder will be required to:
" Provide technical and administrative support.
" Ensure all suppliers are correctly setup with the Finance Section and make amendments where necessary.
" Process invoices and claims on the Finance Management Information System (CODA);
" Liaise with external travel agencies to book flights for staff and experts in line with the Travel Policy.
" Negotiate with external suppliers to arrange shipment for staff and experts to and from their home countries.
" Perform any other duties as may be required from time to time. Person Specification Education and Experience
" A degree with three years' working experience or technical qualification with eight years' working experience
" A minimum of three years' experience in documents and information management.
" Skills in MS Office Suite - specifically Excel
" High attention to detail and strong communication skills.
" Experience with electronic records management systems
" Knowledge of archiving and the confidential destruction of files.