Human Resource Business Partner

Overview: The HR Business Partner operates as an HR Generalist, providing end-to-end Human Resources support to Management within allocated departments. The role covers the full employee lifecycle, including recruitment, appointments, promotions, transfers, payroll-related changes, and exit processes, ensuring consistency, compliance, and effective HR administration.

The position supports Management through ongoing HR engagement regarding workforce structuring, skills alignment, role profiling, succession planning, and internal mobility, while ensuring alignment between operational requirements, company policies, and labour legislation.

Departmental Accountability as HR Business Partner

• Serve as the primary HR point of contact for assigned departments.
• Work directly with line management to ensure even workforce structure across the group, assess talent needs through skills and role alignment, support succession planning by analysing internal changes, and act as assistance in addressing employee matters related to employment terms and conditions, taking practical ownership of HR assigned departments and their actions, ensuring all employee-related decisions are implemented in line with company policy and labour legislation.
• Together with the fellow HR Business Partner ensure to compile accurate reports and statistics by combining feedback for each aspect of their accountable departments i.e. exits, vacancies, packs in progress, memo letters in progress etc.

Employment Committee:

• Drive structured recruitment discussions by scheduling weekly employment committee meetings and engaging with relevant management stakeholders.
• Ensure all necessary recruitment documents (requisitions, job profiles, organograms) are compiled, approved and presented efficiently. (Salaried positions only).
• Document accurate meeting outcomes/minutes weekly and secure CEO and Executive Operations Director approvals for vacancies presented.

Recruitment Strategy and Reporting:

• Maintain real-time updates on recruitment activities through a comprehensive Recruitment Summary Report and weekly meetings conducted with relevant management on active vacancies.
• Track and analyse the effectiveness of hiring sources (internal hires, external recruitment, agencies, etc.).
• Identify and escalate vacancies older than three months, working with managers to refine hiring strategies.
• Provide the HR Manager with weekly updates on filled and ongoing vacancies.

Recruitment Process Optimization:

• Ensure that only approved agencies are used for internal and/or external recruitment were permitted by the CEO.
• Partner with recruitment agencies, ensuring compliance with approved vendors and service terms.
• Ensure that the approved agency list is always kept up to date and that agencies are only used as a last resource for recruitment.
• Stay updated and continuously explore industry trends, best practices and emerging technologies in recruitment, career development as well as talent management.
• Manage the recruitment portals such as Value Careers Portal and Indeed by posting new vacancies and removing adverts that are no longer applicable.
• Actively source and screen candidates through various recruitment channels, including LinkedIn and Indeed.
• Schedule and coordinate interviews, assessments, and vetting procedures including Criminal Checks to ensure thorough candidate evaluation.
• Liaise with new candidates and/or recruitment agencies on the recruitment documentation required.
• Conduct initial screening and reference checks to validate candidate suitability.
• Coordinate assessment processes, including literacy and numeracy evaluations (Odyssey and Consulting Psychologist), providing hiring managers with actionable insights where applicable.
• Assist in conducting Criminal Checks or arrange Criminal Checks with MIE Zones where needed.
• Coordinate the Consulting Psychologist’s schedule on Tuesdays and Thursdays and join in on interviews/assessment sessions conducted by the Consulting Psychologist.
• Ensure daily feedback and updates are communicated to management with candidates in progress on the status of the applicant.
• Compile a monthly feedback report on all assessments conducted by the Consulting Psychologist.

Recruitment Pack, Offer Coordination & Onboarding:

• Compile a complete and compliant Recruitment Pack for each successful appointment within allocated departments, ensuring that all documentation, approvals, assessments, vetting results, and pre-employment checks are accurate, complete, and policy aligned.
• Ensure recruitment documentation is reviewed and in order prior to submission to the Senior HR Officer for drafting of employment contracts and related documentation.
• Issue the formal offer of employment upon receipt of CEO approval, manage offer-related communication, and follow up to secure written acceptance within agreed timelines.
• Prepare, issue, and present the Welcome Pack to the candidate prior to commencement of employment.
• Confirm commencement dates and verify the return and completeness of all onboarding documentation.
• Identify and communicate any outstanding documentation to the Human Capital Processor for follow-up.
• Submit completed recruitment and onboarding documentation to the HR Manager for final review and sign-off.
• Upon approval, hand over the full Recruitment Pack to the Group Payroll Manager for payroll system loading, processing, and secure filing in line with payroll cut-off dates and audit requirements.
• Maintain accurate records of all handovers to ensure governance, compliance, and audit readiness.

Internal referral (Recruitment Assist)

• Process internal referrals strictly according to the Recruit Assist Policy VAL3-HR-013.
• Compile supporting documents and relevant VIP screens to provide to the HR Manager for review in order to obtain approval from the Divisional Director: HR.
• Ensure Internal referral forms are handed over to Group Payroll Manager for processing.
• Compile month end report together with the other HR Business Partner on all internal referrals and provide input to the Snr HR Officer by the 25th of every month.

Transfer and Promotion Letters:

• Facilitate internal movements by ensuring all approvals, advertising, and assessment requirements are met.
• Process transfer and promotion letters while securing necessary signoffs from the HRD and the CEO where required.
• Where applicable ensure that literacy and numeracy assessments are conducted.
• Ensuring all sales roles / critical skills roles / managerial roles (internal appointments and promotions) have been interviewed and assessed by the Consulting Psychologist.
• Ensure vetting of letters to be processed i.e. NBC / EBU / Non EBU/ No more overtime etc.
• Guide management on weekly to monthly transfers in terms of Odyssey Assessment and salary benchmark to be followed.
• Process weekly to monthly appointments according to the company policy.
• Distribute letters once signed by the HRD and approved by CEO if needed.
• Provide feedback to the HR Officer Benefits to update the organograms.
• Ensure that all drafted letter packs are handed to payroll once signed accompanied by a payroll hand over sheet.
• Ensure to communicate distributed letters and documents with the Human Capital Process in order to follow up and ensure signed documents are returned for filling.

Promotion Readiness and Succession Planning:

• Work closely with managers and department heads to assess employees' readiness for promotion from information provided during the skills alignment process
• Provide insights and recommendations on employees' readiness based on performance evaluations, skill assessments such as the Odyssey Assessment, and career development plans identified during the performance appraisal process.
• Collaborate with senior management to identify critical positions and develop strategies f