POSITION PURPOSE: To provide routine administrative maintenance of the IBIR System to ensure that the daily system activities that support the wider Staffing Solutions operational activities are properly and effectively maintained and monitored.  VALUE PROPOSITIONThe position offers the chosen incumbent the opportunity to contribute to World Vision’s mission of serving the poor and marginalized around the world through the effective maintenance of its recruitment administration tool and the provision of a world class client service aimed at retaining the confidence of the key users of the system. This position has the capacity not only to expose the incumbent to best  practicing tools and workflows in the industry, but also offers the opportunity for personal skill and competency development in the areas of (but not limited to) statistical appreciation, facilitation proficiency, customer/client service and diagnostics skills. MAJOR RESPONSIBILITIES: 

  KNOWLEDGE, SKILLS AND ABILITIES:·        Qualification:  o       A minimum of Bachelor’s degree or its equivalent.  o       Preferred degree majors would be one of Business administration, HR or the Social Sciences.·       

Demonstrated understanding and or prior experience in Human Resources in general or Recruitment in particular is required.·        Working knowledge in Electronic Mail, Lotus Notes and Microsoft Excel is required. Actual experience in working with any sort of Lotus Notes databases will be an advantage.·        A strong oral and written communication skill with ability to handle geographically dispersed internal and external clients with a diverse cultural orientation is essential. ·        Ability to handle sensitive organizational information and appreciation of numbers and routine tasks is required.·        Ability to work in a fast-paced environment and accomplish multiple tasks simultaneously.·        A Christian who demonstrates mature Christ-like character in dealing with others.  OTHER REMARKS:The incumbent accepts the World Vision ethos as stated in the Mission Statement and Core Values. This position requires someone who is committed to excellence in servicing our clients and our service.  Also, this person will be expected to understand the fundamentals of HR practice with regard to confidentiality and exercising discretion.   CORE CAPABILITIES:

  Relational – This capability is about recognizing each person’s gifts and talents, building positive, genuine relationships, fostering networks and actively participating in effective work teams. It includes both internal and external relationships and adopting a ‘team approach to work Self Managing – Maintaining work/life balance and effectiveness – This capability is about prioritizing a wide range of personal and organizational responsibilities and demands.  It involves the flexibility, resilience and assertiveness to hold commitments in balance and in perspective as well as maintaining self control under pressure. Thinking – This capability is about thinking through what is important to the role, task or issue at hand.  It involves analytical, conceptual, and critical thinking in order to bring greater clarity.  It helps people to see underlying assumptions and make sense out of ambiguous information.  APPENDIX 1 – SPECIFIC I.B.I.R.S. DATABASE ROUTINE MAINTENANCE MATRIX 

IBIRS Job Descriptions DatabaseIBIRS IR DatabaseCandidates Pool  DatabaseApplicants Pool DatabaseIBIRS Archive DatabaseIBIRS Change Management DatabaseIBIRS Web-Job Listings DatabasePartnership Codes Database§    Screening submitted JDs to conform to the Partnership standard§    Screening Candidates Profiles to ensure data completion§    Screening Situation profiles and requesting regular updates from Hiring offices§    Keeping the Draft view clean of data more than three months§    Ensuring attachments are created and saved in PDF format §       Performing requisition Audits and following up with Hiring Offices to ensure compliance§     Ensure appointment requisitions conform to required standards and monitoring and producing appointment justifications.

§  Maintaining the various requisition statuses and views

§  Maintaining the various views of the Candidate rating and Top Candidate matrix forms

§ Maintaining the automated response message portal message §     Maintaining  and updating PABS and IBIRS with access groups on server 

§ Maintaining the all applicant views

§ Maintaining and managing the applicant and proficiency searches as required 

§ Maintaining the all applicant views

§ Maintaining  and updating PABS and IBIRS with access groups on server 

§ Maintaining  all the applicant views

§ Responding to routine Queries and making referrals where necessary 

§ Post Web job listings unto the WVI website on a daily basis

§ Maintain all job-listing views

§ Monitoring the WVI Employment website to be consistent with Web job listings

§ Maintaining the Regional Job routing views

  

APPENDIX II – KEY END USER SUPPORT MATRIX   ENDUSER KIND OF SUPPORT PART OF SYSTEM AFFECTED HOW SUPPORT IS OFFERED NEXT LEVEL REFERAL

§Hiring Office – Requisition Creators·    F

irst Level Technical Support·    First Level Process Support·    JD Database·    IR Database·    IBIRS Change Management Database·    SS Operations ManagerRegional Office – Requisition Approvers

POSITION PURPOSE: To provide routine administrative maintenance of the IBIR System to ensure that the daily system activities that support the wider Staffing Solutions operational activities are properly and effectively maintained and monitored.  VALUE PROPOSITIONThe position offers the chosen incumbent the opportunity to contribute to World Vision’s mission of serving the poor and marginalized around the world through the effective maintenance of its recruitment administration tool and the provision of a world class client service aimed at retaining the confidence of the key users of the system. This position has the capacity not only to expose the incumbent to best  practicing tools and workflows in the industry, but also offers the opportunity for personal skill and competency development in the areas of (but not limited to) statistical appreciation, facilitation proficiency, customer/client service and diagnostics skills. MAJOR RESPONSIBILITIES: 

• Monitoring and updating WVI Job postings from Web-jobs database to Website on a daily basis
• Posting and monitoring WVI job postings to external websites on a daily basis

• Routine Maintenance of all IBIRS database on a regular basis (see appendix I)
• Routine First level IBIRS Audit on a regular basis as required ( Daily, weekly, monthly, Quarterly, Annually)
• Support Operations Manager in pulling scheduled reports from IBIRS
• Assist in conducting end user full and refresher training via various media
• Providing first level user support to the three categories of users through the IBIRS Change Management Database (see appendix II)
• Assist in providing applicant support to web users through the IBIR System e.g., process clarifications, password and ID etc.

 

• Responsible for the update of all IBIRS related information in all ISS Databases
• Responsible for the maintenance of the help documents in all databases
• Responsible for the maintenance of the abridged IBIRS end-user manuals
• Perform any other duties assigned by supervisor and or SS & D Director
• Attend and participate in devotions, weekly chapel and other staff spiritual nurturing programs and activities.

  KNOWLEDGE, SKILLS AND ABILITIES:

·        Qualification: 

o    A minimum of Bachelor’s degree or its equivalent. 

o   Preferred degree majors would be one of Business administration, HR or the Social Sciences. Demonstrated understanding and or prior experience in Human Resources in general or Recruitment in particular is required.Working knowledge in Electronic Mail, Lotus Notes and Microsoft Excel is required. Actual experience in working with any sort of Lotus Notes databases will be an advantage.A strong oral and written communication skill with ability to handle geographically dispersed internal and external clients with a diverse cultural orientation is essential. Ability to handle sensitive organizational information and appreciation of numbers and routine tasks is required. Ability to work in a fast-paced environment and accomplish multiple tasks simultaneously.A Christian who demonstrates mature Christ-like character in dealing with others.  OTHER REMARKS:The incumbent accepts the World Vision ethos as stated in the Mission Statement and Core Values. This position requires someone who is committed to excellence in servicing our clients and our service.  Also, this person will be expected to understand the fundamentals of HR practice with regard to confidentiality and exercising discretion.   CORE CAPABILITIES:

Achieving – This capability is about keeping the end in mind and getting things done to ensure the quality of the program or activity. It involves being proactive and taking personal responsibility for action. It means that customers are satisfied, work has the desired impact and staff demonstrates a desire to achieve excellence.

  Relational – This capability is about recognizing each person’s gifts and talents, building positive, genuine relationships, fostering networks and actively participating in effective work teams. It includes both internal and external relationships and adopting a ‘team approach to work Self Managing – Maintaining work/life balance and effectiveness – This capability is about prioritizing a wide range of personal and organizational responsibilities and demands.  It involves the flexibility, resilience and assertiveness to hold commitments in balance and in perspective as well as maintaining self control under pressure. Thinking – This capability is about thinking through what is important to the role, task or issue at hand.  It involves analytical, conceptual, and critical thinking in order to bring greater clarity.  It helps people to see underlying assumptions and make sense out of ambiguous information.  APPENDIX 1 – SPECIFIC I.B.I.R.S. DATABASE ROUTINE MAINTENANCE MATRIX