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HR Functional Model

Functional Statements

​By Mansour Baker, SHRM-CP

Posted  23 January 2020

The human resources functional areas are grouped into activities or processes based on their need in accomplishing tasks.

Exhibit 1

The HR Functional Structure Model

Described below are the functional statements for the HR team

Level 2 Human Resources Functional Statements

HR Systems Support

• Develop HR system strategy
• Determine HR Department’s IT requirements and corresponding IT budget
• Establish policies and processes for the HR Systems Support
• Oversee implementation of HRMS and processes
• Define system design updates/upgrades
• Support applications and ensure full leverage of system capabilities
• Provide end-user training
• Support Performance Management system implementation

Planning and Recruitment

• Develop, review and update organization structure and handle organization change requests
• Develop manpower plan and budget and handle manpower change requests
• Develop recruitment plan, initiate search for candidates and manage candidate selection process
• Develop and maintain job description / job families

Employee Development and Remuneration

• Compensation and benefits surveys and develop reward and benefit schemes
• Develop and maintain performance appraisal process
• Supervise performance appraisal process and consolidate results
• Identify staff promotions and development and training needs according to appraisal results
• Design and manage training sessions and liaise with external training agencies
• Develop and manage succession plans for key positions

Employee Services

• Communicate HR and Personnel Services information
• Create and maintain staff master file record
• Handle payroll process
• Consolidate attendance records, investigate disciplinary and grievance matters and decide on disciplinary corrective action
• Provide counseling and support to employees and follow-up on personnel requests
• Support employees and their families in relocation and settlement
• Manage the retirement and severance process

Exhibit 2

Level 2 Human Resources Functional Statements

Level 3 Planning and Recruitment Functional Statements

Organization Structure Design

• Develop organizational design policies and guidelines
• Administer organization structure for all departments
• Maintain and update organization design for all levels
• Support Reorganization initiatives
• Facilitate restructuring of divisions and support functions and organization structure and define migration plan in coordination with other departments
• Collect specifications of job tasks (typically from department / section heads), define job titles, and develop and maintain job descriptions and job functions
• Define grading structure for organization
• Evaluate jobs and link to grading, compensation and benefit schemes

Manpower Planning

• Demand and assess manpower supply 
• Identify and develop plans to resolve manpower shortfalls and excesses
• Develop a manpower budget for divisions and support functions

Recruiting

• Develop and maintain recruitment processes and policies
• Receive recruitment requests from all divisions and support functions
• Manage and coordinate internal and external recruitment process
• Coordinate internal search for candidates from within the company and with the Appraisal and Career Development
• Liaise with external agencies and offices (advertisement agencies, recruitment agencies, university placement offices,) for recruiting needs
• Screen and forward candidates to concerned manager
• Provide managers with interview / selection guidelines
• Negotiate compensation with selected candidates in cooperation with managers and the Compensation and Benefits
• Issue employment contract
• Maintain database of candidates

Level 3 Employee Development and Remuneration Functional Statements

Compensation and Benefits

• Develop, implement, maintain, review and communicate compensation and benefit scheme
• Develop performance-based compensation schemes including KPIs
• Conduct compensation and benefits surveys 
• Liaise with Payroll to provide salary payment inputs
• Coordinate with external agencies on benefit scheme and payroll issues
• Support Recruiting in negotiating new hire salaries

Appraisal and Career Development

• Develop and maintain the performance appraisal system
• Enforce and monitor the application of appraisal system at all levels
• Compile and analyze appraisal results, and recommend employee:
  • Training needs
  • Promotion
  • Annual bonus 
• Design competency matrices for different positions
• Design retention and career development plans
• Coach managers on developing and retaining talents
• Facilitate transfer of key employees across divisions and support functions
• Supervise the succession planning process

Training

• Develop training master plan and budget
• Ensure efficient allocation of training budgets 
• Develop training plans by function, and select courses, programs and contract external providers
• Support design and customization of internal training courses
• Schedule, coordinate and ensure delivery of training courses
• Manage evaluation of training, ensure quality standards, and optimize
• Track training history of each employee

Level 3 Employee Services Functional Statements

HR Policies and Procedures

• Develop and maintain personnel procedures and policies (expenses, travel, etc.)
• Identify key ethics issues and develop ethics polices, guidelines, and standards for internal labor relations
• Communicate related code of conduct to all employees (e.g. conflicts of interest, use of assets, confidentiality, institutional culture)
• Advise staff in ethics related topics

HR Administration and Support Services

• Create and maintain staff master file record
• Develop HRMS requirements with the HR Systems Support
• Manage administrative incoming and outgoing paperwork and safe keeping of documents
• Provide staff services such as issuing of documents and certificates
• Manage benefits related administrative issues (e.g. Medical / Dental / Pensions / Savings Plan) in cooperation with Payroll
• Manage the retirement and severance process
• Manage and execute all employee-related requests (transfer, vacation…)

Employee Relations and Counseling Office

• Act as contact person for all staff regarding personnel and labor law related topics (e.g. maternity leaves, retirements, interpersonal affairs)
• Provide counsel to trainees and new hires
• Consolidate attendance records and decide on disciplinary corrective action
• Investigate disciplinary matters and provide forum for negotiations and dispute resolution (e.g., grievance, arbitration)

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