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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
HR Functional 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 2 Human Resource 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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