Easy Roster Officer

Easy Roster Officer

Purpose
To provide comprehensive, consolidated scheduling, time and attendance management, and real-time operational data processing across the entire G4S Botswana operations division. The Easy Roster Officer is responsible for daily schedule population, exception capture, shift reconciliation, leave administration, customer profile alignment, and the provision of clean, validated operational data that feeds into business analytics, payroll reconciliation, and client contract billing.

Key Responsibilities
- Execute adequate allocation, shift rotation, and advance scheduling of all Security Officers to designated customer contractual posts nationwide. 
- Ensure 100% of deployed personnel are scheduled to an authorized contract post; eliminate unscheduled/unassigned postings. 
- Verify and process all site-to-site personnel transfers in Easy Roster prior to physical movement taking place, enforcing strict use of signed and authorized Transfer Forms. 
- Maintain forward planning schedules for annual and planned leave while promptly logging actuals for unplanned absences into the roster engine. 
- Optimize shift staffing configurations to minimize unbudgeted overtime and optimize gross margin delivery.
- Generate and print daily Posting Sheets and deliver them timeously to Control Room / NCC Operators and Deployment Supervisors ahead of shift rotations. Capture all shift exceptions daily: recorded sick leave supported by certified medical practitioner notes, AWOL/absenteeism, compassionate leave, and maternity leave. 
- Sign and date posting sheets as formal evidence of verification that all daily exceptions and substitutions have been fully reconciled and updated in Easy Roster. 
- Ensure valid Site Visit Attendance Confirmation reports from Field Supervisors are attached to all posting sheets to verify physical site presence before roster sign off. 
- Maintain a rigorous, audit-ready physical and digital archiving system for all signed posting sheets, exception forms, and transfer authorizations.

-Consolidate daily and weekly hours variance reports (rostered vs. actual hours worked) for review by the Easy Roster Administrator. 
- Highlight post shortfalls, unbilled shifts, and excessive overtime early to protect contract profitability and assist the Business Transformation Lead in analyzing trends. 
- Provide clean, validated time and attendance datasets for monthly payroll sign-off to ensure accurate wage distribution without duplicate postings. 
- Collaborate closely with Branch Administrators and CSMs to resolve shift anomalies and roster queries promptly.
- Instill a culture of health and safety awareness and commitment to zero harm across the operations and administrative team. 
- Support the company’s HSE efforts and ensure all unsafe working conditions, fatigue risks, or incident reports related to excessive shifts are escalated. Ensure roster scheduling strictly complies with G4S maximum shift duration limits and statutory rest periods to prevent guard fatigue. 
- Participate actively in departmental safety forums, tool-box talks, and hazard identification initiatives.
- Participate in the design, development, review, implementation, and monitoring of departmental safety plans annually. 
- Participate in safety forums created by the company (e.g., safety meetings, awareness campaigns, and safety talks). 
- Report all workplace safety hazards, near misses, and incidents to the Easy Roster Administrator and HSE Officer immediately. 
- Follow up on any corrective actions assigned through safety meetings, committees, or management directives. 
- Attend all prescribed safety education, fire safety, and refresher training programs. Comply with all company health and safety policies, procedures, and display proper ergonomics in workstation operation.

Skills/ Attributes
-Advanced Computer Literacy: High proficiency in Microsoft Excel, database tools, and Easy- roster software or any other personnel management software. 
-Attention to Detail: Exceptional data precision and discrepancy detection. 
-Assertiveness & Independence: Ability to enforce transfer rules and roster governance with operations supervisors. 
-Problem Solving & Reconciliation: Analytical mindset for tracking unbilled hours and payroll variances. Communication Skills: Strong verbal and written communication across all operational levels. 
- Confidentiality & Integrity: High ethical standard in managing employee attendance and wage records.

Core Competencies and Behavioural Attributes 
- Operational Awareness - Understanding of security deployment dynamics, guard posting schedules, and shift handover rules.
-Work Under Pressure- Ability to manage demanding monthly payroll cut-off timelines and urgent shift replacements calmly.
- Customer Focus- Ensuring client contracted posts are 100% manned to maintain contractual SLAs and avoid penalties.
- Data Governance- Strict enforcement of G4S document retention, signed transfer forms, and doctor's sick note verification.

Qualifications & Experience
-Certificate in Business Administration, Information Systems, Human Resource Management, Accounting, or BGCSE/Cambridge Certificate 
-System Certification: Certified formal training in Easy Roster Software (mandatory). 
-Minimum of 3 to 5 years’ progressive, hands-on experience in workforce rostering, time and attendance management, and operational scheduling (preferably within the private security or logistics sector). 
-Demonstrated track record of handling high-volume exception capture and multi-site roster reconciliations. 
-Proven background in payroll hours reconciliation and records management.

"At G4S, we embrace diversity in all forms, welcoming applications from qualified individuals irrespective of gender, race, religion, disability or any other background. Join us in our commitment to diversity"

To apply, please scan and attach your updated CV and cover letter, with at least three (3) reference letters, certified copies of qualifications and certified copies of national identity card to https://atscareers.g4s.com not later than 3 November 2026.

Applications must be addressed to;
The Human Resources Director
G4S (Botswana) Limited
P.O Box 1488
Gaborone

NB: Only short-listed applicants will be contacted. If you do not hear from us within 2 weeks from the closing date above, please consider your application to have been unsuccessful.