I. Job Title: Human Resources Management Professional
II. Terms of Reference
III. Application procedure
Please visit our website at www.mof.gov.tl and go to ‘Employment Opportunities’ to learn about our recruitment process and your application requirements including how to address your application.
Applications need to be addressed to the Head of Human Resources, at email address, firstname.lastname@example.org , no later than 17:00 hours Timor-Leste time on Monday, the 25th day of May, 2015.
Applications should include (a) a covering letter (b) a detailed resume of no more than 7 pages and (c) Response to the Selection Criteria.
All applicants must answer clearly the selection criteria, that can be found at https://www.mof.gov.tl/wp-content/uploads/2013/02/APPLICATION_PROCEDURE_MoF-Revised-80213.doc delineating how they have met the requirements. We do not expect that you would just cut and paste from your resume but rather explain concisely and succinctly how you have met these competences, possibly providing brief examples etc.
Incomplete applications will not be considered.
Only short-listed candidates will be contacted.
Previous applicants need not apply.
Position: Human Resources Management Professional (National)
Purpose: To support the HR Unit to implement the HR Strategic Plan, meet Key Performance Indicators (KPI) and to institutionalise HRM processes including contract management, recruitment, performance management and HR administration, to strengthen the capacity of the Human Resource Management Department staff and processes.
Reporting to: Coordinator Human Resources – Operations
Counterparts: Staff of the Department of Human Resources Management
Classification: A3.2 – Specialized Professionals
TOR Reference: 19th March 2014
Duration: One year with possibility of an extension based on performance and funding availability.
Location: Ministry of Finance, Dili, Timor-Leste
I. Selection Criteria
§ Tertiary level qualifications in a field relevant to HRM or business administration.
§ At least five (5) years experience in human resource management or a minimum of two(2) years of experience (combined with post graduate studies), including all aspects of the employment cycle (recruitment and selection, performance appraisal, contract management, leave management, time and attendance, induction).
§ Solid record of being pro-active with the ability to analyse information and data
§ Practical experience in the review and documentation of human resource procedures.
§ Understanding of civil service legislation and the apply to apply it.
§ Skills (Interpersonal)
§ High level interpersonal skills with demonstrated ability to build effective working relationships with contractors and staff at all levels in an organisation
§ High level written skills, including ability to write clearly in English (essential) sufficient to write reports and other documents to support contract management processes
§ The ability to orally communicate effectively in Tetum and English
§ Ability to contribute to a team through building cooperation and including staff in activities to build on their HRM knowledge and skills
§ Experience in contract management of Technical Assistance advisory services
§ Knowledge of different methods for capacity development
§ Knowledge of Portuguese will be an advantage
The Ministry of Finance of Timor-Leste (MoF) is the central body of the Government responsible for drafting, executing, coordinating and assessing the policies defined and approved by the Council of Ministers, for the areas of annual planning and monitoring, budget and finance. MoF is under the responsibility of the Minister of Finance, and carries out its responsibilities through central services integrated in the direct administration of the State, including the Human Resources Unit.
The key responsibilities of HR Unit include:
a) Manage human resources;
b) Coordinate the drafting of a staffing profile for the MoF, in collaboration with the Directors-General and the National Directors;
c) Assesses specific training needs for each Ministry work unit, proposes annual training plans and monitor the results of implementation and delivery of training activities;
d) Manage the scholarship and internship program for MoF;
e) Other tasks as stipulated by Law and letter/s of disposition.
The HR Unit is looking to retain the services of a Human Resource Professional to work with the HRM staff and other advisory staff (notably the International HR Adviser (non-resident), and the Senior Adviser HR Management and Development) to support the management of the MoF’s advisers as well as the strengthening of the HR Unit to meet Key Performance Indicators (KPIs). The HRM Professional will provide an important transition for the HR Unit from the support of advisers to support provided by locally engaged professionals and staff through embedding processes in the institution and building on the strengths of the civil service framework and staff.
III. Scope of Work
1. Support the recruitment and contractual and administrative management of MoF’s contractors*, working with human resource staff and Advisers to institutionalise processes.
*Contractors include international & national advisers, Junior Professionals and other contractors..
**Contract regime to be promulgated.
· Compliance with MoF Guideline No. 1: Recruitment, Selection, Remuneration for Advisers & Professionals; & related Standard Operating Procedures (SOP) and its replacement **
· Compliance with MoF Guideline No. 2 Contract & Performance Management of Advisers & Professionals**; & related SOPs.
· Effective contract management processes.
· Timely & accurate procedures
· Merit based & transparent procedures.
· Quality of summary reports provided.
· Coordinator HR & DGCS level of satisfaction with contract management processes
2. Support the implementation and monitoring of the Contractor Recruitment Plan, including the targeting of high achieving graduates for the Junior Professional program and civil service recruitments as required.
· Recruitment Plan is implemented in timely manner
· Level of assistance provided in the drafting of contractors Terms of Reference
· Effective liaison with Permanent Commission for Recruitment of Contractors (PCRC).
3. Liaise with relevant staff in Procurement and Finance in regards to effective contract management and ensure regular meetings are maintained to continually enhance processes
· Number of regular meetings, with agenda and action list monitored.
· Number of effective improvements to contract management.
4. Assist with the performance management of:
§ civil service staff, including promoting good performance and behavior and supporting the resolution of conduct issues; and
§ contractors against agreed Work Plans and alignment with MoF KPIs.
· Compliance with CSC procedures.
· Compliance with MoF Guideline No. 2 Contract & Performance Management of Advisers & Professionals (**and its replacement); & related SOPs.
· Timely & accurate procedures.
· Quality of summary reports provided.
· Positive impact on the resolution of conduct issues.
5. Support HRM administration processes, particularly the drafting, establishment, and implementation of appropriate systems to ensure quality of regular attendance reports.
· Attendance reports accurate and timely.
· Attendance reporting systems align with both civil service and MOF procedures.
6. Support the administrative life cycle of a contractor including induction, mobilisation, compliance with contractual conditions, leave arrangements.
· Compliance with Guidelines 1 & 2 (**and its replacement); and relevant SOPs.
· Timely & accurate procedures.
· Quality of summary reports provided.
· Number of improvements implemented.
7. Support the establishment / implementation of audit payroll system and procedures to overcome variations in coordination with DN Payroll
· Number of variations overcome in collaboration with CFP and DN Payroll
8. Support HR Unit to meet Key Performance Indicators by providing practical operational support, to meet the HR Unit annual action plan.
· Level of contribution to ensuring HR Unit KPIs are met.
· Level of contribution to implementing the HR Unit annual action plan.
9. Identify and support the strengthening and improvement of HR activities and processes particularly related to the development of SOPs specific to HR management.
· Standard Operational Procedures developed HR Unit related to HRM are implemented and regularly evaluated.
10. Strengthen the capacity of HR staff in contract management processes and other relevant HR activities and assist to ensure operations are embedded in MoF systems and processes.
· Effectively support the management of capacity building activities
· HR Unit HRM skills, including contract management skills are strengthened
11. Work collaboratively with all staff in the HR Unit (includes Civil Servants, other Advisers and Junior Professionals) to strengthen HR systems and processes through promoting a team ethos and pro-active work ethic.
· Pro-active in supporting Directorate activities.
· Positive and significant contribution to working collaboratively and team ethos.
· Level to which activities are institutionalised in MoF processes and staff.
12. Maintains daily log of activities & priorities including work received, status of work in progress, work completed, and actions required.
· Daily log available for review.
· Work completed according to priority.
· Meets the standards and requirements of work by completing tasks on time and seldom having work modified or redone.
13. Be an exemplary role model for the elements contained in the Civil Service Code of Conduct and support supervisors and staff to be familiar with its contents and comply with its requirements
· Full compliance with Code of Conduct elements
· Level of Attendance and punctuality.
· No. of activities supported to familiarise staff with Code of Conduct
14. Other duties as directed by the Coordinator HR
· Reliable and effective in responding to additional assignments
IV. Key Deliverables
·In accordance with Performance Indicators as listed above.
·Within four weeks of commencement of the assignment, develop a Work Plan that is consistent with the relevant activities and performance indicators of the Ministry’s 5 Year Plan and KPIs, for approval by the Coordinator Human Resources Operations.
· Quarterly Progress Reports to the Coordinator, Human Resources Operations.
· End of Assignment Report to the Coordinator, HR Operations, no later than ten (10) working days before the end of the current contract.
V. Performance Evaluation
The performance of the incumbent will be appraised and evaluated by the Coordinator, Human Resources Operations, using the Performance Appraisal System put in place and monitored by the Directorate-General for Corporate Services, Ministry of Finance. This process will include a probation review within three (3) months of the commencement of the contract, regular reporting, ongoing workplace communications and annual performance appraisal. Performance indicators are in place for all areas within the Ministry, and the incumbent’s work will be contributing to the achievement of the priorities as set out in their TOR, Directorate KPIs and in the Ministry’s Five Year Plan.