HR Administration Coordinator (800956)

Contract

This is a ICRC - Open-ended contract. More about ICRC - Open-ended contracts.

Job Purpose

The HR Shared Services is a central administrative delivery function whose purpose is to supporting ICRC HQ and mobile employees with administrative procedures related to their professional life path within the ICRC. It is comprised of different services such as, HR Administration & Contracts, Global Mobility and other HR Specialists. The HR Shared Service is structured in order to meet the needs for employee hiring, their onboarding, their mission organization as well as all matters relating to their HR administrative management.

The HR Administration Coordinator coordinates a small team of HR Administration Officers 1 or 2 and supports the HR Administration Team Leader in daily operations. S/he carries out HR transactions and administrative work. S/he handles transactions related to HR administration, mobility and i-Develop services, maintaining a consistent approach and following rules and regulations.

Relationships

• Internally, interacts with HR Shared Services, ICT, Application Managers, Business Process Owners, Head of HR Units, HR Service Providers in HR and in the field.
• Externally, may interact with external suppliers and service providers

Accountabilities and Responsibilities

Team Coordination

• Manages the day to day operations of the team
• Supports the Head of Contracts & Administration in terms of projects and communication
• Feedbacks/contributes to team member’s appraisal
• Manages the day to day escalations – case managers
• Takes charge of the workload distribution
• Acts as individual contributors (e.g. processes tickets, etc.)
• Allocates tasks to the Officers

Hiring and Termination

• Check the legality and compliance of commitment proposals issued by other HR units within the framework of labour regulations and internal procedures. Define and edit any type of Geneva based Mobile and Resident contract.
• Accompany employees in all administrative procedures related to her/his employment. Control and verify the accuracy and completeness of the employee data:
• Define and send hiring/termination documents to employees
  • Templates and Forms
  • Hiring / Termination kits
• Edit the required certifications
• Edit assignment confirmations for headquarters and field missions as well as partner NS undertakings.
• Edit contract amendments and contract extensions.
• Accompany and guide other HR units in the implementation of hiring and its related procedures

Data entry HRIS Tools - HRspace & Strategic

• Enter the necessary data for publishing of contracts, salaries and allowances.
• Data entry in the payroll software (Strategic) and information management in HRIS tool (HRspace) (data relating to social insurance, pension fund, marital status, family members, emergency contact, etc.)
• Complete check lists and set the date for return of documents.

Customer Support

• RH Helpdesk phone lines: Reply to questions received from employees by phone and escalating cases/ transferring employees to SMEs and other stakeholders if needed.
• Incoming E-mail messages: Processing of messages received through our HR Ticketing system: applications for employment certificates, wage certificates, issues relating to the collective bargaining agreement, staff regulations, Swiss social insurance, departure / arrival missions, absences, holidays, etc. – as well as escalating messages to the concerned subject matter experts (SME).
• HR Briefings: At each deployment and/or end of assignment, provide information and advice to employees on procedures and administrative rules.

Other Tasks

• If necessary and upon request, provide ad hoc administrative tasks for the unit or department.
• Being proactive with continuous improvement propositions for the team’s management processes and / or more generally the HR Shared Services

Selection Requirements

• University Degree; Certification in HR an asset
• Proficient in English; French language skills an asset
• Experience in managing a team
• Excellent customer service orientation
• Computer proficiency, including Microsoft suite particularly Excel
• Has working knowledge or experience in various HR information systems (e.g. SAP, PeopleDoc)
• Minimum of 3 to 5 years’ proven professional experience in HR administration
• Preferably with at least 3 years supervisory experience in a shared services environment
• Knowledge of and experience in HR services, including workflows, processes, and key performance indicators

Application Reminders

If this sounds like a good fit for you, kindly apply through the Apply now button below and attach a copy of your updated and comprehensive resume along with your motivation letter – in one document.

Deadline of Application: 27 June 2024

Target Start Date: Immediately

Office Address: 32/F Petron Megaplaza, 358 Sen. Gil Puyat Ave., Makati City, Philippines

Only shortlisted candidates will be notified.

This vacancy is open for Philippine residents only.