Workforce Planning Associate

JOB PURPOSE:

• Provides technical acumen and specialist support to the strategic workforce planning and organization design function; acts as a Trusted Partner to line managers, HC management and stakeholders, business partners and Finance for strategy formulation and control of decided actions mainly related to workforce planning, Processing of Personnel Action (PAF) and Personnel Requisition (PRF) processing and organisation structure revisions to support the achievement of the HC strategy.

KEY ACCOUNTABILITIES:

Supporting Strategy Implementation

• Supports the development and updating of the strategic workforce planning and organisational design framework, and procedures in line with EGA’s policies and procedures.

Team Engagement

• Provides guidance and on the job training for junior colleagues and conducts knowledge sharing to facilitate achievement of team objectives and completion of tasks in an efficient manner which is consistent with operating procedures and policy.
• Promotes the organization’s values and ethics in all activities within the team to support the establishment of a value-driven culture within the organization.

Budgeting and Financial Performance

• Monitors the financial performance of a given area of activity versus budgets and ensures all activities are carried out in line with the approved guidelines while promptly reporting on any variances to management.

Policies, Systems, Processes & Procedures

• Recommends improvements, provides inputs and implements policies, systems, and procedure so that all relevant procedural/legislative requirements are fulfilled while delivering a quality, cost-effective service.
• Recommends procedures/rules for WFP analysis and discusses the requirements with own line leader and organization leaders.
• Conducts effective communication of department’s policies and practices to the employees.
• Supports in designing and delivering content and communication for the awareness of the policies and practices.
• Regularly reviews, critiques, and benchmarks the policies and proposes revisions as required.
• Ensures compliance to the process and standards set – section, department and EGA.

Workforce Planning and Costing

• Gathers relevant data from various HC stakeholders and from SAP for initiating annual workforce plan. Updates the WFP model with necessary information to launch the WFP exercise.
• Organizes area meetings within the set timeline of the WFP exercise and oversees if meetings are scheduled effectively to achieve the defined deliverables.
• Conducts the integrated annual WFP exercise for the assigned area in coordination with the area Leaders, the respective BP, and Financial Analyst by ensuring the anticipated outcome of the exercise set by HC & EGA Management.
• Gathers relevant information, policy changes, etc. for the costing from relevant HC stakeholders, Finance and SAP system and liaises with Finance and HC Rewards team to revise the costing assumptions reflecting projected changes during the plan period.
• Conducts the Workforce costing in line with the outcome of the workforce planning exercise and the agreed costing assumptions.
• Computes regular, Contractors and Overtime full-time employee (FTE) costings; analyzes and bridges the cost in collaboration with Finance team.
• Implements changes as instructed by management and shares the final budget with Finance for SAP upload.
• Shares budgeted FTE and cost per month to Finance and HC reporting team.
• Provides necessary WFP information to Emiratization and Talent Acquisition Team.
• Partners with Emiratization Department for individual area Emiratization Target setting by providing status, approved FTE budget, attrition forecast, planned NT/GT intake, etc.
• Provides clarifications to queries raised by HC leaders, area Leaders and Finance strategy team related to the underlying data.
• Maintains workforce movement records throughout the year.

Processing of Personnel Action (PAF) and Personnel Requisition (PRF) forms

Personnel Action Forms (PAF) process

• Validates and processes PAFs related to promotions, job title change, cost centre change and site change. (The validation process includes vacancy availability and current occupancy, budget availability, employee status and eligibility of employee to be promoted, proposed job code, justifications given by initiator, position credentials in the approved org. structure such as approved job title, approved job grade, effective date, and type of action)
• Seeks clarifications from relevant area for all deviations and obtains confirmations for the same with Business Partner.
• Guides area regarding PAF process and suggests possible solutions.

Personnel Requisition Forms (PRF)

• Validates and processes PRF related to all workforce requirements including regular (Open ended & Fixed term contracts), temporary requirements such as contract labour and consultancy services, contract extension etc. (The validation process includes vacancy availability and current occupancy, budget availability, job code mentioned in the PRF, justifications given by initiator, type of recruitment, position credentials in the approved org. structure such as approved job title, approved job grade etc.)
• Reviews and verifies employee status and eligibility of employee for contract extension etc.

Processing unbudgeted PAF/PRF cases

• Validates the justifications provided by area and seeks clarifications for unclear cases with the initiator/initiator Manager and or Business Partner.
• Confirms area EVP approvals are attached and explains the case to HC Management/EVP HC and seeks approval as per DOA.

Organizational Structure

• Participates with WFP Manager in developing the OD framework for EGA.
• Gathers the draft structure submitted by area leaders. Identifies the additions and elimination compared to the existing structure.
• Confirms that the job titles are matching with the existing approved job library and marks the new roles, coordinates with Rewards team to streamline the right job title for the new roles.
• Generates the proposed structure in EGA standard format using specialized application (OrgPlus).
• Gets confirmation from area leader for the final draft and then coordinates with the area leaders to gather the employee’s assignment to the proposed structure.
• Compares status of the employee with the proposed position, clarifies anomalies and then updates WFP data to generate cost of the proposed structure.
• Conducts cost impact analysis due to restructuring/structure additions and summarizes the impact to be presented to the leaders to support them in decision making.
• Handles the structure approval process.
• Coordinates with Salary Admin team to reflect the right titles in SAP.

Support to EGA Leaders & other Stakeholders

• Provides cost impact analysis (cost to company) to area, Business Partner, Finance, HC Management/other HC functions as and when required. (The cost impact analysis includes promotion impact, position upgrades/downgrades, hiring at a certain level, new position creations, current position status, employee replacements, etc.)

IT Systems improvements and data sharing

• Participates and actively contributes to the success of HR Projects and organization-wide projects relevant to area of responsibility.
• Actively involves in IT related projects, conducts UATs and provides productive system improvement options.
• Shares relevant data to be migrated to new environment, validate system and data before go-live.

Day-to-day Operations

• Acts and conducts all related operations as the custodian of EGA Workforce plan information.
• Provides specialist support to the HC management & stakeholders, HC Business Partners, and area leaders by sharing trusted information for decision making and policy formulation.
• Applies timely implementation of initiatives as instructed by Management.
• Processes PAFs and PRFs initiated by area.
• Provides guidelines/clarifications to EGA Management, area leaders, Business Partners under the specified areas of responsibility.

Coordination

• Effectively collaborates and coordinates with other HC departments and sections according to their requirements in order to facilitate the flow of information and ensure the provision of timely and accurate data and services.

Environment, Health & Safety

• Ensures compliance with all relevant safety, health and environmental management policies, procedures, and controls.

Continuous Improvement

• Participates in the identification of opportunities for continuous improvement and sustainability of systems, processes and practices considering global standards, productivity improvement and cost reduction.

Reporting

• Prepares sectional statements and reports timely and accurately to meet EGA and department requirements, policies, and quality standards.

QUALIFICATIONS & SKILLS:

Minimum Qualifications:

• Bachelor’s degree in HR Management, Business Administration or equivalent.

Minimum Experience:

• 6 years relevant experience in Human Resources Management including at least some years in positions of progressively increasing supervisory/managerial responsibilities.

Skills:

• Knowledge of workforce planning, organisation structure development practices
• Knowledge of change management principles
• Knowledge/understanding of UAE labour law
• Budgeting skills
• Analytical skills
• Problem solving skills
• Interpersonal skills
• Negotiation skills
• Planning and organising skills
• Communication and presentation skills
• Teamwork skills
• People management skills
• Stakeholder management skills