Dorothy Lubowa

Payroll & Benefits Management

• Coordinated submission and processing of life insurance claims.
• Checked employees' benefits enrollment for accuracy and inputted all data into Success Factors (SAP).
• Performed calculations in overtime, vacation and sick hours to provide accurate data to payroll processing database.
• Managed payroll for organization of 131 permanent personnel and 60 Contractor through data entry and processing for employees to comply with predetermined company guidelines.
• Verified on-time submission of payroll taxes and within constraints of Internal Revenue Service.
• Reconciled health care benefits, tax contributions and retirement accounts to facilitate large-scale account reconciliations.
• Prepared accounts for scheduled audits and assisted with audit process to facilitate faster completion of tasks.
• Reconciled all payroll liabilities to general ledger and prepared monthly payroll accrual entries with the finance team.

Recruitment

Coordinated incoming job requisitions and applications.

• Followed up with notable applicants sourced via industry-specific pipelines, events and job fairs.
• Generated specific candidate pool for career opportunities through strategic placement of advertisements, evaluation of applicant credentials, and conducting initial interviews and pre-screening assessments.
• Leveraged social media platforms and online job boards to advertise open positions and engage with potential candidates.
• Operated and maintained applicant tracking and candidate management systems.
• Evaluated strengths and weaknesses of candidates through effective screening processes.
• Advertised job opportunities on social media platforms and job boards.
• Compiled and produced qualified candidates' information for hiring manager review and liaised between parties to coordinate formal, management interviews.

Contracts Management

• Managed, supervised and controlled execution of 12 contracts for HR shared services ranging from $ 8000 to $630,000 Annually.
• Tracked contracts for management and issued regular tracking reports covering current status and upcoming milestones.
• Monitored contracts' performance to detect non-compliance with terms and deficient returns and organize proactive resolutions.
• Maintained effective and lasting vendor relationships through dynamic communication, collaboration and intelligent questioning skills.

General Administration

• Reviewed and analyzed monthly budget variance and trends for the HR cost Centre.
• Worked with HR Manager create annual budget and track actual expenses against projected expenses.
• Prepared and filed tax returns and generated monthly reports in compliance with regulatory and organizational standards.
• Created and distributed reports on contractor recruitment costs to various departments to assist them with annual budgeting process and to actively track the budget line for contractor resourcing
• Follow up on the performance management process from goal setting to performance reviews to training plans
• Validate performance calibration data reports following the close of the performance management cycle to ensure right reward allocations
• Compile data for Salary Survey participations
• Leverage events to create and sustain dialogue around engagement

• Lead the recruitment process by posting job ads, filtering applications, scheduling interviews, assisting in interview process and drafting offer letters and onboarding.
• Participating in Strategic HR initiatives through engaging in group-wide HR Projects thereafter implementing them locally.
• Built effective HR leadership and partnerships in the business by working closely with the management team (partners) to achieve local business objectives, enabling sound professional relationships with supervisors and employees, and becoming a trusted HR advisor within designated departments with both Partners and all individuals below Management level while effectively handling change concerns.
• Participated in talent management and succession planning initiatives through; implementation of the talent framework to enable succession and career development for staff, facilitating the coaching and mentoring process amongst staff members, managing the training & development function from start to end by guiding employees and partners in collaboration with group L&D team to identify suitable training programs that match business-specific needs for the associates to sign up for as per their development needs identified in the performance management process via the group learning online Portal and on-site workshops to enhance performance.
• Facilitated the recruitment and selection process from start to end: by actively handling the recruitment process from job description creation, identifying the right advertising avenues as per vacancy, interview scheduling, participating in the interviews and writing feedback reports for decision-making purposes and further on to ensure that there is a smooth onboarding process for new employees to integrate the individual successfully into the firm as per the group guidelines, actively engage and monitor the performance of the individual during their probationary period, ensure that there is a smooth exit process and that exit interviews are handled for future retention strategies.
• Resource planning, performance management, and development of all employees within designated departments/offices. I was able to accomplish this by actively engaging with management regarding legal and business services manpower planning, guiding partners to select and place top talent as part of the secondment program, assisting in driving performance and promotions process within designated departments, business services, or offices, facilitate performance appraisals and the moderation process.
• Managed employee relations issues by providing advice and management support of ER procedures, inclusive of poor performance, issuing of warnings, disciplinary inquiries, grievances, and target letters, in a manner that minimizes risk and supports the culture of the Firm and is compliant to the country-specific disciplinary policy and procedure.
• Ensured effective employee productivity through effective leadership engagement and enablement in the business such as surveys, rewards & recognition.
• As Custodian of HR policies and procedures within Bowmans Group: I worked with the HR Consultant to create the HR staff Manual. It is my responsibility to create awareness of and ensure adherence to all HR policies.
• Remuneration & benefits implementation, compliance, and support through: actively engaging with partners and management and the specialist HR team to deliver on the firm's reward strategy. I have also actively engaged in the salary review process with partners, management, and remuneration specialist for lawyers and business services, actively engage in the bonus process with partners.
• Financial Management by providing input to the HR budget on spending where required such as submission of workplace skills plan and the annual training report before the budget deadline
• Managed and/or contributed to assigned, initiatives, projects, responsibilities through participation in change management initiatives as appropriate and managing designated projects and initiatives (e.g. development of competency frameworks, salary scales, job grading, remuneration and reward strategy, performance management, work allocation project, secondments, etc.)
• Ensuring proper file and data management of all employee personal details while ensuring the confidentiality of their information, but also using the information in staff welfare activities.
• Supervise various service contracts i.e. the cleaning company’s contract and share with them feedback in regards to staff complaints. This supervision also extended to the Medical insurance service providers to improve customer satisfaction.

• Reviewed existing policies and procedures to make recommendations for enhancing work productivity, recruitment, hiring processes and talent management.
• Contributed to annual performance appraisals by working with supervisors to achieve consistency and compliance with established procedures.
• Conducted workplace compliance training to reduce liability risks and operate effectively.
• Completed projects on time and under budget while resolving complex issues for senior leaders.
• Launched company-wide HR strategies, practices and benefits and compensation policies to drive departmental and business objectives.
• Fielded employee inquiries related to insurance, pension plan, vacation, sick leave and employee assistance.
• Planned with the management the best group benefits to extend to the employees and those which could fit in the budget
• Worked with the management team to design and implement a company-wide performance management system that was linked to the core vision and objectives of the business. Provided ongoing consultation to management on performance-related issues.
• Worked with the finance team in the design of a compensation & reward system with built-in factors such as salary review budget, company performance, individual performance, the market rate of the job and internal equity to ensure fair and equitable review of salaries within the business.
• Revised job descriptions in such a way that employees’ performance could be measured against certain key Performance Indicators as per each Job.
• Worked on the implementation of some of the Health & Safety requirements in the workforce day- to- day operations
• Identified employees training programs that would be beneficial to their progress and better performance as work.
• Managed leave-of-absence programs and personnel records and handled HR generalist workplace issues.

• Performance & Recruitment:
• Worked with the HR manager in employee sensitization about the performance management system and annual cycle expectations of the process.
• Provided day-to-day HR support to individuals and managers by serving as the primary point of contact for general queries and issues, relating to Performance, Talent and Learning, providing advice in line with policy.
• Handled the interview process by preparing C.V profiles of candidates, assist in preparing and conducting preliminary interviews, roster searches for vacancies and identifying shortlist of candidates.
• Conducted reference checks and academic verifications, ensuring the completion of the Pre-recruitment formalities, calculating salaries and related benefits, and preparing and dispatching offers of appointment and Statement of Emoluments.
• Assisted the head of Department in organizing and coordinating competitive recruitment examinations & handling the recruitment process from beginning to filling of vacancy.
• Implemented the process and systems to collect and gather all the data and information relating to the employees in order to ensure an efficient and effective employee database with the HR Management Information Software: PSIBER.
• Ensure induction programs are developed and executed for all new employees of the company in order to ensure a smooth integration process and also implement all other benefits as per company policies i.e. medical insurance, work station etc.
• Administration of Entitlements:
• Reviewed and processed requests for entitlements and claims via the various benefits scheme.
• Worked with HR Manager to evaluate or review existing HR policies and procedures.
• Ensured the timely processing of the payroll & other statutory payments to ensure the salaries and other cash payments are transferred to the employees on time as per the company policy and serve as contact point to any employee payroll queries.
• Handled leave management through generation of leave liability departmental reports to reduce business expenses in the case of leave pay-outs.
• Represented HR Department in some departmental meetings.
• Engaged with Medical insurance providers as a point of contact when adding and when removing people from the scheme. Preparation of logistics for health days I accordance to what the staff were interested in knowing about as well.
• Liaised with the contracted vehicle service providers when requesting for vehicles and scheduled checks with HSSE manager to check them before the new staff took them and check was done on return of Vehicle.
• Reviewed the monthly catering log before payments were made just to confirm the number of people and the food consumed.
• General Duties:
• Conducted staff exit processes such as interviews for separating staff and assists him/her in final arrangements like pension payments pay-outs.
• Supervised and organized logistics of HR functions and operations Prepares written response to queries concerning HR related matters.
• Processed all salary changes stemming from merit increases, promotions, bonuses and pay adjustments.
• Ensured that all employee records were maintained in an organized manner to ensure accessibility as and when required while minding their security, confidentiality and accuracy of all the files.
• Worked with senior-level management to create fair and consistent HR policies and procedures
• Created monthly organisation charts to keep the company abreast of changes in hierarchy.
• Assisted international employees with expatriate assignments such as visa work permits and related HR matters.
• Identified training needs for business units and individual executive coaching needs following the appraisal step of the performance management process & participated in evaluation and monitoring of training programs to ensure success to ensure training objectives are met.
• Track and monitor training and development across the company to ensure that all staff completed the role-specific training as per the given timeframe.