HR Contracts and Administration Officer

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 to meet the needs for employee hiring, their onboarding, their mission organisation as well as all matters relating to their HR administrative management.

Within the Shared Services, the Contracts & Administration team is responsible for the HR administrative processing of employees, from hiring to retiring. They manage all activities related to the delivery of HR administrative support services, ranging from handling employee contracts and assignments (HQ Mobile or Resident contracts, Field Mobile contracts, National Society secondment contracts and traineeship contracts), to answering specific questions from the colleagues on any HR matter. All in line with ICRC policies and Swiss Labour laws.

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

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.
• Coordinates with employees in all administrative procedures related to their employment. Control and verify the accuracy and completeness of the employee data:
• Define and send hiring / contractual documents to employees
• Edit the required employment attestations or 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 (SAP 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

Document Quality control

• Follow-up on receipt of pending documents (contract, posting confirmation, documents relating to social security, residency permits, etc.) through written correspondence with employees.
• Upon receipt of documents, quality control, processing and transmission of documents to the respective SMEs (social insurance, leave and absence, payroll, pension fund and termination)

Customer Support

• Incoming E-mail messages
  • Processing of messages received through our Employee Case Management applications for employment certificates, wage certificates, issues relating to the collective bargaining agreement, staff regulations, Swiss social insurance, departure / arrival missions, absences, holidays, etc.
  • Escalating messages to the concerned subject matter experts (SME) or the Team Lead.

SELECTION REQUIREMENTS

• Bachelor’s degree in HR / business administration
• At least 2 years’ experience working within an HR Administration/Contracts team with knowledge of administrative aspects related to contractual obligations and contracts
• Excellent verbal and written communication skills in English; can speak in French is considered an advantage.
• Excellent computer literacy (Excel, Word)
• Great attention to detail and has the ability to excel in a challenging and new environment
• Exceptional customer service orientation: ability to apply, implement and enforce a defined framework, deal with the requests of employees, and other stakeholders while ensuring to maintain an open and engaging communication.
• Experience using and knowledge of HR Information systems, in particular, case management tools and Success Factors (SAP) considered an asset

Your Profile

• Flexible, Exceptional customer service orientation: ability to apply, implement and enforce a defined framework, deal with the requests of employees, and other stakeholders while ensuring to maintain an open and engaging communication.
• Ability to perform tasks taking into account the priorities and deadlines.
• Ability to escalate relevant information to the team coordinators, team lead or subject matter experts.
• Ability to interpret, to link and analyse information to understand situations and problems.
• Ability to present information and concepts clearly and concisely, both orally and in writing
• Ability to analyse data and make proposals for the process improvement.

WHAT WE OFFER

• Diverse and humanitarian-minded workforce
• An opportunity to contribute to institutional efforts to protect and assist conflict victims worldwide
• Training opportunities
• Flexible work schedule