Administrator, Human Resources

Job Purpose

The Human Resources Administrator is a member of the HR Unit that provides overall administrative services from inception of identified staffing needs for HR acquisitions and supports HR staff management services throughout the employee life cycle. Built upon the strategy of implementation 4 Ensure a strong IFRC, this function will cover critical HR Services.

Provide and promote a customer service-oriented culture that values proactivity, continuous improvement, innovation, and high performance.

Job Duties and Responsibilities

General Administrative Support

• Provide the HRM with effective and timely support on several diversified issues, including scheduling meetings, preparing presentations, handling queries, processing invoices/payment requests, etc.
• 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 administrative side of the initial orientation process to newly hired employees in conjunction with the HRBPs.
• Facilitate the completion of administrative departure-related formalities 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 HR Manager.
• Prepare employment letters of assignments and other related documentation; compile accurate employee records (hard and/or soft copies) for the personnel file, payroll (salary deposits) and benefits (insurance, pension, etc.) purposes.
• Liaise with the Executive Assistant, at the (ORD) Office of the Regional Director, with regards to the issuance, extension and cancellation of accreditations cards, as well any change in status or situation of staff and their family members; make the necessary updates to the data base, as well as liaise with staff members to provide general advice.
• Communicate arrival and departure of staff and coordinate briefings and debriefings with the hiring unit by facilitating completion of administrative arrival and departure related formalities.
• Act as first point of contact for all general HR-related administrative queries; treat and/or redirect queries as appropriate.
• Support in preparing necessary paperwork for new and departing staff including housing documents, bank guarantees, attestations, and work certificates.
• Provide relocation assistance to new hires, including on travel and shipping arrangements.
• Upon staff members’ request, draft and deliver individual standard documents (e.g. proof of employment); support preparation of non-standard documents.
• Receive request for issuance / renewal of IFRC passports (red booklet)
• Contribute to the smooth functioning of the HR Unit by processing invoices/payment requests, coordinating the logistics of day-to-day work (e.g. send meeting invitations, book meeting rooms, etc.), and performing other similar tasks.
• Participate closely with the HRM to broadcast HR Communications regarding change initiatives for HR policies, procedures, standards, guidelines, and tools, using established channels.
• Maintain an efficient soft and hard filing system for correspondence and HR documents up to date

Talent Acquisition Administration Services

• Support the HRBPs with the recruitment related admin tasks such as posting vacancies within and outside the organization (e.g. newspaper, FedNet, IFRCjobs, Reliefweb, etc.), by creating and feeding recruitment files, applying behavioural assessments and written assignments, arranging face-to-face or virtual interviews, and all relevant logistics, including booking rooms, flights and preparing invitation letters for visa purposes.
• Acting as first point of contact for all recruitment enquiries both internally and externally
• Managing Applicant Tracking System
• Assisting with reporting and tracking as requested by manager
• Initiate background checks for selected candidates in order to ascertain whether they meet the organization’s standards.
• Keep on top of all the latest trends in sourcing candidates online and via other methods

HRIS Reporting

• Participate in compiling workforce metrics/KPIs
• Analyze workforce data, identify trends and report findings
• Support the mapping of identified metrics against operational plans of the HR Unit ;
• Support the development and preparation of reports and communication materials Manage HRIS, create and update intranet pages (team sites, FedNet) HR-related specific topics as appropriate

Other HR Department Duties

• Assisting the HR Manager as applicable in day-to-day HR Administrative tasks.
• Contributing to identified HR projects
• Ensuring excellent collaboration with HR colleagues and contributing to their professional development as suitable services for all Staff.
• Serves as payroll back-up and covers all other HR officers for the HR Shared Services Officer as required, during absences; depending on operational needs linked to the HR Unit.

Education

• Associate degree in Administration or Business Management or relevant area
• Complementary education in Human Resources

Experience

• 3 years of HR related administrative experience
• Experience supporting staff in a cross-functional and multicultural workplace
• Experience in Human Resources related projects specially talent management

Knowledge, Skills and Languages

• Ability to work autonomously
• Practical knowledge of Human Resources Information Systems
• Excellent organizational skills and a good understanding of the need for effective administrative systems
• Ability to work well and efficiently in a very complex environment and to prioritize under pressure
• Analytical skills
• Excellent customer service orientation, discretion and confidentiality, cultural sensitivity and business ethics
• Excellent computer skills (Advance MS Excel user, and other MS Office and HRIS) & Business Analytics

Languages

• Fluent spoken and written English
• Good command of another IFRC official language (French or Spanish) or a language relevant in the region or country of assignment (i.e., Portuguese)

Competencies, Values and Comments

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

FUNCTIONAL COMPETENCIES: Building Alliances; Leadership