Benefits & HR Administration Assistant At Medair

Role & Responsibilities

The Benefits & HR Administration Assistant supports the management of the Benefits & HR Administration of all employees and volunteers at the global support office (GSO), and helps in the onboarding of those sent out from GSO to country programmes. Duties include supporting payroll process, social insurances, taxes, and other employee lifecycle administrative processes such as personnel data and file management, from on-boarding to off-boarding. The Benefits & HR Administration Assistant ensures the administration is executed in compliance with Swiss legislation and Medair procedures.

Project Overview

Medair’s global HR function supports the organisation in the implementation of world class humanitarian aid projects by ensuring that the organisation has adequate Medair’s global HR function supports the organisation in the implementation of world class humanitarian aid projects by ensuring that the organisation has adequate systems and structures to efficiently recruit and retain the right people. The HR function is also working on impacting Medair’s culture by creating and sustaining a work environment where our values are fully alive and staff is being cared of through a “people to people” model.

Workplace & Working conditions

Medair Global Support Office (GSO), Lausanne, Switzerland. Swiss or eligible EU citizens, or those with a valid work permit for Switzerland, can apply.

Starting Date / Initial Contract Details

As soon as possible. Full-time, open-ended contract.

Key Activity Areas

HR Administration

• Responsible for a high standard of customer service in Benefits and HR Administration, managing the on-boarding administration in a timely and accurate manner ensuring smooth process for new starters joining Medair.
• Ensure forms are complete and signed for personnel files and crisis management files and report in case of delays or challenges.
• Ensure essential documents have been completed for staff before flights are booked.
• Ensure records are complete and, in collaboration with Ben & HR Administration Team, managed in line with GDPR regulations and Medair’s policies
• Responsible for contributing to the development of a positive HR teambuilding spirit and positive workgroup dynamics with the different departments, staff and their managers. To listen to employees, understanding their expectations and to provide answers to their questions in relation to HR administration.

Compensation and Benefits

• Ensure the maintenance of Medair People (HR Information System) for managing compensation and benefit information accurately reflecting changes for incoming and outgoing volunteers and staff.
• Responsible for timely processing medical and reimbursement claims.
• Responsible for good and timely communication and reporting with the broker regarding medical benefits.

Policy administration

• Update documentation when changes to policies and procedures are communicated.
• Collaborate with the Ben & HR Admininstration Team Leader to improve HR systems, policies, processes and procedures that relate to HR Administration in line with the HR strategy, and to contribute to their definition, elaboration and implementation especially in relation to the area of back office administrative management.
• Ensure proper documentation and up to date HR policies, procedures, forms and checklists are available for relevant stakeholders.

Innovation/changes

• Support change management in HR and the organisation. Collaborate on assigned HR projects.
• Continually improve on key processes, policies, procedures and information systems, through problem solving and new initiatives, in collaboration with the Benefits & HR Admin Co-Leads and stakeholders.

Team Spiritual Life

• Reflect the values of Medair with staff, beneficiaries, and external contacts.
• Work and pray together in our Christian faith-based team settings. Fully contribute to the rich spiritual life of your team, including team devotions, prayers, and words of encouragement.
• Encouraged to join and contribute to Medair’s international prayer network.

This job description covers the main tasks that are anticipated. Other tasks may be assigned as necessary.

Qualifications

• Degree in HR, or equivalent education or experience in HR Administration.
• Excellent working knowledge in English (spoken & written). French is an asset.

Experiences

• 2 years in an equivalent HR position.
• Knowledgeable with the Microsoft office Environment.
• Working experience with an HR information system.
• Good customer service skills.
• Strong organizational and analytical skills.
• Good team player, servant hearted.
• Good interpersonal skills.
• Ability to work within a multicultural team.