Payroll Specialist At International Committee of the Red Cross

PURPOSE

The Payroll Team in PACSS is a member of the Payroll Unit spread over the MSSC and Geneva premises. The unit processes the payroll activities of employees under GVA contract. The Payroll Team in PACSS is mainly responsible for checking and adjusting the salary calculations for the field employees and ensuring the accuracy of the mission allowance paid to seconded National Society staff.

The Payroll Specialist is responsible for processing the payroll accurately, according to the rules and regulations of the ICRC, in a timely manner for employees assigned to the field. They ensure consistency of their service delivery in line with the defined service level agreement and in accordance with ICRC policies and Swiss Labour laws.

RELATIONSHIPS

• Internally, interacts with employees, fellow members of the HR administration team at the PACSS, HR Administration Specialists at headquarters, Business Process Owners, HR Managers, Talent Managers, HR Service Providers, and Finance unit.
• Externally, may interact with external suppliers and service providers.

ACCOUNTABILITIES AND RESPONSIBILITIES

Payroll

• Manage workflows to ensure that all payroll transactions (pre-and post-closing) are processed correctly and on time, in compliance with the Swiss legislation on social security.
• Prepare staff monthly payroll along the lifecycle changes of the staff members (hiring, rehiring, unpaid, holidays, sicknesses, benefits, end of service, change in contract, change of compensation), including retroactive management and calculations of the concerned files.
• Does and computes all the calculations and related checks based on the reports emanating from the systems in place.
• Process payroll-related transactions correctly and on time in the system including (but not limited to) mobility-related benefits, teleworking allowance, overtime, daily allowance for civilist, apprentice allowance and seniority bonus of employees under Geneva contract (Headquarters and Mobile)
• Send out Negative Balance Warning to former employees.
• Apply monthly controls.
• Facilitate the payroll output and its social contributions statements, the financial statements like reconciliations, according to their timeframes.
• Contribute to the quality control of the payroll by controlling with high level of attention the pay slips of the portfolio under his/her responsibilities,
• Identify and documents the exception cases and escalates them when not already identified.
• Check supporting documents in My HR file.
• Provide salary documents upon employee request.
• Provide support and handles payroll related requests of his/her portfolio.

Quality Assurance

• Develop and keep documents and processes up to date, adapts to updated payroll processes by following changes in legislation or internal regulations and guidelines.
• Develop and update quality control mechanisms necessarily.
• Participate in internal and external audits.
• Uphold Data Protection and Data Privacy laws in contexts where ICRC operates as well as internal ICRC Data Protection regulations.
• Provide support and guidance to other HR Administration teams in relation to Payroll processes, providing inputs for process improvements.

Additional Duties

• Follows up on all work-related messages and correspondence with the relevant contacts and departments.
• Takes responsibility for their own professional learning and development
• Participate in projects, as necessary.
• 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 PAC Administration

SELECTION REQUIREMENTS

• University degree in HR or Business Administration
• Typically, 3-5 year’s professional experience.
• At least 3 years’ experience working within Payroll Administration with knowledge of administrative aspects related to contractual obligations
• Excellent verbal and written communication skills in English, good conduct of French an asset
• Excellent computer literacy (Excel, Word)
• Excellent analytical and critical thinking skills, able to multitask in a fast-paced environment
• Experience using and knowledge of HR Information systems, in particular Strategic and/or Success Factors (SAP) considered an asset

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