OFFICER, HUMAN RESOURCES – SHARED SERVICES At International Federation of Red Cross And Red Crescent Societies

Job Purpose

Provide pro-active, effective, and timely support to the Regional Human Resources Manager (RHRM) and the Regional Human Resources Department (RHRD) to maximize efficiency. Prepare and process monthly payroll for IFRC staff on his/her assigned portfolio in an accurate and timely manner. Also, ensure the maintenance of the (HRIS) Human Resources Information Systems. Support the delivery of the high-quality front line and administrative HR services to internal stakeholders

Job Duties and Responsibilities

Administrative Support

• Provide the RHRM with effective and timely support on several diversified issues, including scheduling meetings, preparing presentations, handling queries, processing invoices/payment requests, etc.
• Support the preparation of reports such as, but not limited to, Key Performance Indicators for Monthly Report Updates and Quarterly Management Reports under the supervision of the RHRM
• Provide administrative support to the organization of activities in the regional office (e.g. General Staff Meetings, HR Workshops and Seminars, HR Global and Regional Team meetings)
• ” Ensure all HR related documents (templates, forms,” formats, etc.) are up to date and easily accessible to staff and “ to the RHRD
• Contribute to the initial orientation process to newly hired employees
• Facilitate the completion of administrative departure-related formalities
• Maintain an efficient filing system for correspondence and HR documents.

Manage all aspects of the payroll

• Be the focal point for all matters and inquiries concerning payroll-related issues
• Record contractual and personal data of new staff on HR System and personnel files
• Provide support to HR colleagues with regards to the interpretation and application of regulations in relation to payroll and benefits
• Collect all necessary documentation and verify eligibility to benefits within the set deadlines as per staff regulations
• Process payroll-related aspects of all applicable salary deductions, calculations of salary advances, insurance coverage, pension, social security, leaves and terminations among others
• Arrange payroll for bank transfers and deliver salary statements to finalize the payroll cycle
• Perform regular quality and control checks to minimize errors
• Implement procedures for the management of the monthly payroll to increase awareness of stakeholders with regards to payroll deadlines and improve compliance with them
• Post monthly payroll to CODA once the salaries are paid to ensure the budget codes are updated as per financial requirements
• Liaise with HR colleagues to prevent, address, and solve payroll-related issues
• Work closely with Information Technology colleagues (ITD) system-related issues
• Generate regular and ad hoc data and relevant reports to internal and external users

Maintain (HRIS) Human Resources Information Systems to meet HR and staff needs / Dynamics365 (core HR database)

• Be the focal point for HR systems and redirect queries to the appropriate areas if needed
• Maintain the quality and consistency of HR data and monitor compliance by offices with their duty to record HR data
• Seek first-level support from HRIS focal point to provide support to RHRD colleagues and users
• Induce new users in the management of D365 (employee/manager self-service)
• Analyze patterns of missing, insufficient, and erroneous data and provide recommendations on how to address these
• Disseminate communication and actions related to HR policies, procedures and deadlines

Support on the administration of the performance review system through Dynamics 365

• Disseminate communication materials on performance review in a timely manner as per the PR cycle
• Generate communication messages on a performance review to increase awareness of the process and the deadlines
• Monitor compliance and provide relevant information to RHRD Colleagues, as well as RHRM and Senior Management for decision making

Job Duties and Responsibilities (continued)

Contribute to building an effective, high-quality HR Department, by:

• Ensuring excellent collaboration with HR colleagues and contributing to their professional development as suitable
• Participate in the development of a customer service-oriented culture that values proactivity, continuous improvement, innovation, and high performance

Education

• University degree in Human Resources Administration or related area
• Payroll management certification – Preferred

Experience

• 5+ years experience working in a Human Resources environment
• 3+ years experience performing payroll/HR administrative tasks
• Experience working with HRIS Systems (ERP)
• Experience and understanding of Federation systems and HR procedures – Preferred

Knowledge, Skills, and Language

• Excellent organizational skills and a good understanding of the need for effective administrative systems
• Good knowledge of (HRIS) Human Resources Information Systems
• Good analytical and problem-solving skills
• Strong interpersonal skills
• Proficient computer skills (incl. PowerPoint, Excel, internet tools)
• Demonstrated ability to exercise absolute discretion and tact and maintain confidentiality
• Ability to perform efficiently and to prioritize in a complex environment
• Accuracy and attention to detail
• Excellent customer service mentality
• Ability to work autonomously, accurately, and independently on assigned tasks as well as to accept direction on given assignments

Languages:

• Fluently spoken and written English and Spanish
• Good command of another IFRC official language (French or Arabic) or any other language relevant to the region

Competencies and Values

• VALUES: Respect for diversity; Integrity; Professionalism; Accountability
• CORE COMPETENCIES: Communication; Collaboration and Teamwork; Judgement and Decision Making; National Societies and Customer Relations; Creativity and Innovation; Building Trust