HR Functional Model and Statements

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HR Functional Model

Functional Statements

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

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

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)