HR Functional Model
- Functional Statements
- HR Management Functional Competencies
Posted by: Mansour Baker
The human resources functional areas are grouped into activities or processes based on their need in accomplishing tasks.
The HR Functional Structure Model
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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
Level 2 Human Resources Functional Statements
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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 various 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)
Human Resources Management Functional Competencies
Definition
The vision is to continually improve service and job satisfaction for employees and to promote the well-being of workers and employers, and to uphold their rights and responsibilities.
Basic Level
- Understands the contribution and impact of HR practice on organizational success.
- Demonstrates a familiarity with the basic theories and principles of human resources administration including employment, classification and compensation, recruitment, labor relations, affirmative action, training and development, organizational development, employee benefits, workers compensation, risk management, or human resources administration; and demonstrates an ability to resolve routine problems associated with professional human resources work.
- Demonstrates a commitment to continuously improving customer service.
Competent Level
- Knows the scope of HR practice, its impact on the organization and staff performance, and shows specific competence in some or all aspects of HR.
- Demonstrates a familiarity with the common theories and principles of human resources administration including employment, classification and compensation, recruitment, labor relations, affirmative action, training and development, organizational development, employee benefits, workers compensation, risk management, or human resources administration; and demonstrates an ability to resolve normal problems associated with professional human resources work.
- Demonstrates an ability to assist in the planning and management of human resources projects, negotiate and meet deadlines, define, measure, and evaluate results.
- Demonstrates an ability to gather, analyze, and organize information, conduct comparative analyses, make recommendations supported by identified facts, and present clear recommendations to management.
- Demonstrates a commitment to continuously improving customer service. And promotes effective customer service through example and coordinate customer service efforts.
- May provide technical guidance to entry level Human Resources Specialists and/or student interns.
Advanced Level
- Acts as a Change Agent
- Builds and sustains trust with line managers, staff, and partners in the organization - has an influential position.
- Demonstrates an understanding of the full range of theories, principles of human resources administration including classification and compensation, recruitment, labor relations, affirmative action, training and development, organizational development, employee benefits, workers compensation, risk management, or human resources administration; and demonstrates an ability to resolve the most difficult and complex problems associated with professional human resources work.
- Demonstrates an understanding of how to apply technological advances to work applications and lead others in applying the same.
- Demonstrates an ability to plan and manage human resource projects or programs; demonstrates an ability to meet deadlines, define, measure, and evaluate results, and appropriately prioritize and set deadlines for other’s work.
- Demonstrates an ability to know when to listen and an ability to speak, write, and present at the highest level of effectiveness with representatives of the public and private organizations, and the public.
- Demonstrates an ability to coordinate complex requests involving individuals or groups.
