Payroll Benefits Associate (Insurance and Staff Compensation)

Organizational Setting

The Shared Services Centre (SSC) recommends and administers process management and procedures that need to be executed effectively; ensures the management of quality assurance activities associated with the transactional processes and implementation of service delivery; continuously improves the satisfaction of its customers, internal or external, while pursuing a continuous improvement agenda that will drive up service excellence while driving down the costs of service delivery through process standardization, process automation and self-service capabilities.

This position is located in the FAO Shared Services Centre in Budapest, Hungary.

Main Purpose

The Payroll Benefits Associate (Insurance and Staff Compensation) plays a lead role in ensuring that insurance enrolment data is accurate and up to date and coordinates activities with the FAO HR Division’s Social Security Branch, as well as those of the International Centre for the Study of the Preservation and Restoration of Cultural Property (ICCROM) and the International Fund for Agricultural Development (IFAD), the United Nations Joint Staff Pension Fund (UNJSPF) and the medical insurance service providers. S/he performs a broad range of activities requiring in-depth analysis and guidance on the application of relevant policies, procedures and practices. The incumbent provides procedural guidance to managers and servicing units.

Supervision Received/Exercised

The Payroll Benefits Associate (Insurance and Staff Compensation) reports to a Payroll Benefits Officer. Work is performed autonomously, showing a high degree of initiative and independent judgment. Supervision received is focused on facilitating service delivery. The incumbent provides guidance and training to support staff in the unit.

Working Relationships

The Payroll Benefits Associate (Insurance and Staff Compensation) maintains a wide range of contacts with managers, staff and stakeholders within and outside the unit, including with the FAO HR Division’s Social Security Branch, ICCROM and IFAD, UNJSPF and the medical insurance service providers. The incumbent collaborates closely with colleagues in other units and the corporate services divisions, ensuring the quality and consistency of programme and projects support services.

Key Functions/Results

• Maintain up-to-date the After-Service Medical Coverage (ASMC) system records for retirees and their dependents' eligibility for National Health Schemes (NHS), ensuring documentation is complete and accurate. Regularly report enrollment and withdrawal data to the Payroll and HR Officers. • Verify retirees' supporting documents to ensure compliance with the Organization’s internal procedures and checklists. • Guide and assist retirees through the NHS benefits eligibility declaration process, providing clear instructions and support. • Conduct periodic verifications of retirees' eligibility for NHS, updating records accordingly. • Ensure accurate premium records for eligible retirees and dependents, confirming correct deductions from retiree UNJSPF benefits and updating amounts as needed. • Coordinate with relevant units to prepare and verify monthly payroll inputs for medical insurance plan enrollments and withdrawals, ensuring accuracy and efficiency. • Manage enrollment data for the UNJSPF input file, handle discrepancies and communicate calculated deductions. • Execute database management tasks, identifying and correcting discrepancies and reporting to the Payroll Benefits Unit (PBU) officers for further action. • Implement changes in eligibility and rate calculations as per organizational payroll system updates. • Analyse data and generate Business Intelligence reports monthly on annuity compensation payment, ensuring data accuracy and completeness. • Liaise with the HR Division’s Social Security Branch to maintain detailed records for audit and reporting purposes for compensation payment. • Calculate annuity payments according to staff rules and regulations and process annuity compensation payments, following life verification checks and implementing necessary adjustments. • Respond to telephone and mail enquiries, including replying to e-mail correspondence, on payroll and compensation payment related matters. • Coordinate the preparation and verification of inputs to the monthly payroll related to the enrollment/withdrawal of staff in medical insurance plans, working directly with the responsible requesting unit to ensure smooth, efficient processing. • Perform other related duties, as required.

Impact of Work

The incumbent’s work impacts directly on the efficiency, effectiveness, accuracy and timeliness of the services provided by the team. He/she plays a proactive role in the successful achievement of the work unit’s mandate.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

Education: Secondary School Education. Experience: Five years of administrative processing support experience in HR entitlements or Finance. Languages: Working knowledge (proficient - level C) of English. IT skills: Good knowledge of MS Office Applications, Internet and office technology equipment.

Residency: General Service Staff are recruited locally. To be eligible for this position, candidates must be nationals of the country of the duty station or possess an existing visa/work permit and reside within commuting distance of the duty station at the time of the application. "Commuting distance" means the distance within which staff members can travel daily between their place of work and their residence.

Competencies

• Results focus • Teamwork • Communication • Building Effective Relationships • Knowledge Sharing and continuous improvement

Technical Skills

• Thorough knowledge of corporate computerized financial/travel/human resources systems.

Desirable Qualifications and Skills

• Experience with the HR management system, payroll and/or account payable applications of an Enterprise Resource Planning (ERP) system. • Limited knowledge (intermediate – level B) of a second FAO language (in particular, French and/or Spanish, or Arabic, Russian or Chinese). • Good knowledge of database applications, including the use of Access or other database query products. • Experience in payroll. • Experience in social security After-Service Medical Insurance.