HR Document Controller

6 months ago

Johannesburg, South Africa Ivanhoe Mines Full time

**IVANHOE MINES is looking for a HR Document Controller**

**Ivanhoe Mines is a leading Canadian mining company committed to becoming a global leader in the supply of critical resources required to transition our world to a low-carbon, renewable future. Ivanhoe is focused on developing and expanding its four principal mining and exploration projects in Southern Africa. The development of the Kamoa-Kakula copper mining complex in the Democratic Republic of Congo(DRC), the Platreef palladium-rhodium-platinum-nickel-copper-gold discovery in South Africa, the extensive redevelopment and upgrading of the historic Kipushi zinc-copper-germanium-silver mine, also in the Democratic Republic of Congo and exploration on the Western Foreland, near Kamoa-Kakula.**

**Purpose of the role**:
Responsible for preparing and maintaining documentation relating to Human Resources actions, including new hires, staff movements, performance management and training and development. Create and maintains a current and accurate internal documentation library. Provides or coordinates special documentation services as required by internal divisions and staff. Direct responsibility to Human Resources team regarding tracking, storage and distribution of all information and related controls (i.e. latest information and version control).

Ensure Human Resources document information flow is seen as well managed and controlled.

**You** will have the following**:

- Matric certificate
- Diploma: Administration/Document Control
- Appropriate degree/diploma with 1 to 3 years’ experience in the human resources field
- Computer literacy
- Excel
- SAGE P300
- Fluent in English

**Personal Competencies should include**:

- Problem-solving
- Rule orientated.
- Communication skills
- Time management
- Listening skills
- Customer Service orientation
- Culturally sensitive
- Interpersonal skills
- Work and make decisions under pressure.

**Your Key Performance Activities will include but not limited to**: Provide administrative support to the Business Unit**
- Implement document control procedures that include specifications about document control, naming conventions, folder management, etc.
- Administrate the document control system that keeps track of all Human Resources information.
- Store, control, and distribute copies of all documents as required.
- Keep updated versions of all Personnel information, making sure that the HR team has access to the latest information.
- Adjust processes and procedures ensuring an efficient flow of information with the purpose of monitoring progress.
- Produce periodic reports on any anomalies and deviations of information flow.
- Maintain internal documentation including standard templates and guidelines/process flows.

**Project Scope of Work**
- Ensuring that the format of documents aligns with the agreed process and conventions.
- Ensuring that the documents are available on the Shared Drive.
- Retains the relevant documents as specified in the applicable checklist for each stage of employment.
- Ensures all control documents and legal appointments are effectively captured in the appropriate document management system.
- Assist and or provide support during audit/ preparations and compliance reviews.
- Track and monitor the reviewing and reauthorization of control documents.

**Task List**
- Review each HR Folder currently on the Shared Drive.
- Compile one folder per employee (Active employees only).
- Move all HR related documents to the one folder.
- Identify duplicate documents and ONLY save the most up to date, latest document per individual.
- Move all other documents to a “Redundant Folder” for final team review.

**Adhere to and improve reporting processes for the area of responsibility**:

- Ensure complete, timeous and accurate reporting with appropriate levels of escalation to enable effective decision-making.
- Ensure feedback and progress reporting to internal and external stakeholders.
- Meet Quality Assurance standards and participate in audits.
- Align, check and validate electronic and hard-copy record-keeping to ensure audit compliance.
- Adhere to statutory standards, policies, and procedures within the business unit to always ensure compliance and take remedial action where necessary

**The finer details**:
When applying, please submit a PDF version of your CV together with certified copies (certification within a 3-month period) of your ID/passport, drivers license and qualifications.

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