BACKGROUND ON IMPACT
IMPACT Initiatives is a humanitarian NGO, based in Geneva, Switzerland. The organisation manages several initiatives, including the REACH Initiative. The IMPACT team comprises specialists in data collection, management and analysis and GIS. IMPACT was launched at the initiative of ACTED, an international NGO whose headquarter is based in Paris and is present in thirty countries. The two organizations have a strong complementarity formalized in a global partnership, enabling IMPACT to benefit from ACTED’s operational support on its fields of intervention.
We are currently looking for a Human Resources Officer for Recruitment to support IMPACT Initiatives team in Geneva.**
Department: Human Resources**
Position: Human Resources Officer – Internal Mobility Unit **
Contract duration: Open-ended contract
Location: Geneva – International Environment House
Starting Date: ASAP
SUPERVISION**
The HR Officer – Recruitment will be supervised by the Head of Human Resources.
FUNCTIONS
The HR Officer – Internal Mobility will ensure management and follow-up of the career and internal mobility processes, (i) in alignment with the HR procedures and (ii) in the most efficient way for both the field and HQ based international staff. This includes the following:
RESPONSIBILITIES
1. Monitoring HQ and international staff contracts
In support of the Head of HR and supervising the Junior HR Officer –Internal Mobility, the internal mobility officer will be in charge of following up on the employed staff contractual next steps process:
a. Follow-up on staff end of contracts:
- Submit monthly follow-ups to Country Coordinators/Country Representatives and Head of departments with the list of the appraisals due for his/her international staff
- Follow-up with the CC/CR to ensure discussions on staff next’s steps take place in a timely manner, well in advance the staff end of contract
- Review the appraisal when received, discuss staff’s next steps with staff’s line manager, ensuring its alignment with HR policies, and ensure all required validations are obtained before concluding on the staff’s next steps
b. Follow-up with the timely preparation and submission of staff offers, contracts, contract amendments and “new placement” emails linked to promotion, change of mission, contract extension, change of salary and benefits etc.
c. Update all information related to these processes in the Staff follow-up (SFU), Salary Grid (SG) and Contracts follow-up (CFU)
2. Internal mobility follow-up
In support of the Head of HR, the internal mobility officer will be in charge of following on the employed staff internal mobility process:
a. Follow-up on any request from staff on internal mobility:
- Gather relevant information from line manager (staff performance) and the concerned staff (geographic preference, position interests, availability, etc)
- Identify with the Head of HR and the recruitment unit potential suitable positions for the internal candidate and share the staff’s profile with the CC/CR
- Follow-up with CC/CR on the interview arrangement and conclusion
- Follow-up with the timely preparation and submission of staff offer, contract/contract amendment and “new placement” email linked to the internal mobility
b. Proactively identify potential movements of staff between missions and potential
c. Maintain the Internal Mobility follow-up (IMFU) and SFU updated with the above-mentioned information
d. Update the IMFU with any information regarding staff who left within the last 3 months and willing to be back with the organization, as s/he integrates the internal mobility process
3. Follow-up on payroll preparations
In support of the Head of HR, the internal mobility officer will be in charge of following up on several aspects needed for the payroll preparations, including:
a. Review of the Seniority Follow-up, indication of the seniorities to be paid on the specific month (updating the document “Seniorities to pay”) and submission to the admin. unit
b. Preparation of the list of staff whose leave needs to be liquidated in the payroll following a change of mission/country and submission of the information to the admin. unit
c. Review and update for the payroll of the SFU and SGs for both HQ and Field-based staff
d. Following the payroll processing, preparation and submission of the seniority notification letters
4. Follow-up on staff exit
In support of the Head of HR, the internal mobility officer will be in charge of following on the employed staff exit process:
a. Gather information on the staff exit from the CC/CR and/or staff him/herself and launch the exit process
b. Submission of the exit survey and follow-up with an exit call if relevant
c. Review of exit survey/call minutes and submission to Head of HR
5. Surge follow-up
In support of the Head of HR and the Head of programs, the internal mobility officer will be in charge of following up on the administrative aspect of the surge process of ACTED national and IMPACT international/HQ staff, in particular:**
a. Maintain up-to-date the Surge follow-up by including any new surge request received, surge candidate confirmed, mission report received, etc.
b. When relevant, follow-up on REACT bonus processing with ACTED HR team and staff secondment preparation with IMPACT Grants
c. Prepare and submit in a timely manner the Surge conclusion emails
d. File in the HR server surge request ToR, surge mission report and if relevant surge REACT bonus form and signed staff secondment agremeent
6. Monitoring staff welfare and development
In support of the Head of HR, the internal mobility officer will be in charge of monitoring the employed staff from a welfare point of view and in particular:
a. Arrange a “one-month call” with every new staff, after one month from their contract starting date, when possible
b. For field based staff, follow-up on staff R&R and holidays taken by reviewing the staff Paid leave follow-up per country with each Country Coordinator/Country Representative (CC/CR), ensuring the staff takes regular breaks as relevant
7. General management, reporting and other :
a. For all above mentioned tasks, ensure that information is updated on a daily basis in the unit’s follow-up tools including: SFU, CFU, IMFU, SG
b. Ensure the steps above are done in a timely manner, with the highest levels of professionalism, respect and confidentiality, and in alignment with the organisation procedures and policies
c. Ensure regular flows of communication within the Career and Int. Mobility unit and within the rest of the HR Department including Recruitment Unit, Admin. & payroll unit and Travel unit, contributing to building strong professional relations
d. Ensure the management of the other members of the Career and Int. mobility unit:
- Conduct regular meetings with the unit members to ensure the proper distribution of tasks, identification of priorities, timely progress & positive results of each recruitment task and in alignment with the organisation policies and procedures
- Ensure the proper training of new recruits to the unit and ensure timely replacement of the interns
e. Ensure regular communications with Head of HR and the preparation and attendance of weekly review meetings with Head of HR
f. Unit reporting: ensure the preparation and submission of a monthly Unit Dashboard
g. (Pro)active participation in departmental projects and current projects (manual review, etc.)
h. Participation to HR induction when necessary
i. Support to the other units when necessary
j. Support as relevant the consultancy contractualisation process
REQUIREMENTS
MINIMUM REQUIREMENTS
- Excellent academic qualifications, preferably including a Master’s degree in relevant discipline (HR / psychology);
- 1-2 years relevant work experience in a professional work setting required, preferably in a similar role;
- Desired: field experience in the humanitarian sector;
- Fluent in English; advanced level in French and Spanish is desirable (B1 at least);
- Knowledge of MS Word, Outlook and Excel;
- Excellent communication, interpersonal and relationship building skills with the ability to listen with great attention, identify most suitable profiles for relevant roles and confidently market IMPACT’s countries of operations to employees for internal mobility;
- High level of attention to detail;
- Very good organizational and time management skills (multi-tasks, prioritizes work tasks, utilizes resources effectively/efficiently, adapts to changing work demands/priorities/environments)
- Dynamic, fast learner and proactive team player;
- Ability to handle confidential HR information of employees and interact with employees in a professional and sensitive manner at all times;
- Interest in the humanitarian sector.
PREFERRED REQUIREMENTS
- Previous experience in HR, specifically in recruitment for an international non-profit/non-governmental organization;
- Previous experience or demonstrated interest in the non-profit sector.