Benefit & HR Administration Partner

Role & Responsibilities

The Benefits & HR Administration Partner plays a key role in the effective management of the Benefits & HR Administration of Medair employees. Duties include fully owning and managing the administration processes from on-boarding to off-boarding staff, overseeing payroll, insurances and other employee lifecycle administrative processes such as personnel data and file management. The Benefits & HR Administration Partner ensures the administration is executed in compliance with 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 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 those with a valid work permit for Switzerland, can apply.

Starting Date / Initial Contract Details

As soon as possible. Part-time 80%, open-ended contract.

Key Activity Areas

HR Administration

• Responsible for high standard of customer service in Benefits and HR Administration, managing the on-boarding administration in a timely manner ensuring smooth process for new starters joining Medair.
• Ensure forms are complete & signed for personnel files and crisis management files and report in case of delays.
• Ensure essential documents have been completed for IRS recruited staff before flights are booked.
• Manage and communicate the schedule for the monthly induction week for new staff at GSO. Ensure role specific training sessions for International Recruited Staff (IRS) during the induction week is booked and communicated.
• Responsible to contribute to develop a positive HR teambuilding spirit and positive workgroup dynamics with the different departments, staff and their managers.

Payroll, Compensation and Benefits

• Responsible to prepare and validate in a timely and exact way the administration of payroll, from data entry in our HR system into colleting approvals, in close collaboration with our HRPs, HR Manager and Finance colleagues.
• Ensure payroll is managed in compliance with relevant legal requirements and Medair internal programs and procedures. Ensure deadline of the payroll schedule are kept to allow salaries to be paid on time.

GERT (Global Emergency Response Team) coordination

• Be the focal point in the Benefit and HR Administration team when it comes to emergency responses. Closely work with the GERT Recruitment and the GERT HRP focal points for smooth onboarding of staff during emergencies. Be available to be contacted evenings or weekends during emergencies.
• Coordinate with colleagues from the Benefit and HR Administration team to delegate tasks and share workload.

Audit, Personnel and Crisis Management Files

• Ensure personnel files and Crisis Management files are up to date and complete. Ensure they are easily retrievable in case of emergency or crisis. Support internal and external audits in providing documents.

Medical Staff Assistance Foundation (MSAF) benefit management

• Ensure every new IRS has the relevant Medair Insurances.
• Provide regular reports to our broker regarding our staff on Medair insurances lists.
• Timely respond to Medical and Non-Medical reimbursement requests in coordination with the Finance team.
• Process and organize all medical invoices received. Manage the administration of the retirement savings plan account. Prepare and approve payments to IRS entitled to Retirement Saving Plan (RSP).
• Prepare and approve payment of premiums to insurance companies and broker. Re-imburse Medair quarterly for medical expenses incurred. Reconcile premium payments, expenses and claims.
• Be the focal point when it comes to MSAF requests. Answer in a timely manner to staff and colleagues’ queries and proactively investigate towards our broker and insurances for accurate answers.
• Own and regularly update the MSAF manual. Attend MSAF board meetings to take notes and follow-up.

HR Information Systems, Processes and Improvements

• Responsible for ensuring HR Administration and communication related to it is in line with HR policies and procedures. Ensure checklists and guidelines are kept up to date.
• Continually improve, contribute to the definition, elaboration and implementation of key processes, HR systems, policies, and information systems, that relate to HR Administration, through problem solving and new initiatives.
• Responsible to monitor the quality of administrative duties of the HR domain, providing advice, expertise and guidance to HR Partners, Staff and line-managers to handle it effectively and in a timely way. Lead and collaborate on assigned HR projects, track progress and deliver outputs on schedule.

Covering for colleagues

• Support in managing and welcoming volunteers. Monitor the general condition of the Medair accommodation and contribute to building good relationships with cleaners and owners of the residences.

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

• Bachelor degree in HR, or equivalent education. HR Administration including payroll and insurances.
• Strong working knowledge of English (spoken and written). French is an asset.

Experience

• 3 years in an equivalent HR position. Experience with payroll management.
• Knowledge and experience working with insurances.
• Knowledgeable with the Microsoft office Environment, working experience with an HR information system.
• Highly organized with attention to detail in administration.
• Excellent oral and written communication skills. Good customer service skills.
• Strong organizational and analytical skills. Excellent interpersonal skills.
• Flexible to adapt to changing priorities. Ability to work within a multicultural team.