HR ADMINISTRATION OFFICER 1 (French Speaker Preferred)

Job Purpose

The HR Shared Services (HRSS) was transferred to the Manila Shared Services Center (MSSC) in 2016. Its mission is to accompany ICRC employees whose contract is subject to Swiss law (4,000 people) in their HR administrative requirements to ensure a smooth professional journey in the organization. It is comprised of different services such as HR Administration & Contracts, Global Mobility and other HR Specialists. The HRSS also extends its services to the entire workforce of the ICRC through iDevelop request processing, and to HR services providers via its Business Proximity Support (BPS).

Within the structure of the HR Shared Services, the HR Administration Officer provides support to Geneva-contracted employees and to the HRSS in managing incoming queries sent via mailbox, HRSS hotline and other means of communication. He/She is responsible for responding to simple to complex queries that can be answered from the intranet and policies or processes, as well as performing data entry in HR systems. All these are in line with the ICRC policies as well as Swiss Labor Law obligations.

RELATIONSHIPS

· Interacts with all HR Services Officers and Specialists, Team Leads, Team Coordinators

· Interacts with employees by managing queries and calls

GENERAL DUTIES

· Understands and adheres to the seven Fundamental Principles of the International Red Cross and Red Crescent Movement

· Understands and adheres to the ICRC Code of Conduct

· Understands the roles of the components of the International Red Cross and Red Crescent Movement

· Respects and observes staff regulations and security rules at all times

· Represents the ICRC in a professional manner at all times

· Develops and maintains a pleasant and conducive working environment with colleagues and line managers

· Performs all duties with the highest level of confidentiality in the interest of the employees and the ICRC

· May be asked to perform tasks not covered in this job description and to provide support to other team members or departments when necessary

ACCOUNTABILITIES AND RESPONSIBILITIES **

Generic functional responsibilities

· Acts as Level 1 support for ICRC employees and other stakeholders by responding to simple queries received through the HR case management system that can be answered from the intranet and policies or processes in a timely and accurate manner based on set SLAs

· Manages complex queries by reviewing and analysing messages and forwarding/escalating messages to the concerned officers, team coordinators, team leaders, subject matter experts (SME) or management

· Answers incoming calls through the HR Shared Services hotline and respond to or forward the employee to correct point of contact

· Conducts data entry in the HR systems, such as but not limited to medical leave, allowances, training information, language testing, etc.

· Develops and keeps documents and processes up to date

· Participates in the audit activities if necessary, under the guidance of the SME Coordinator

· Support other team members if operational needs arise

HR Shared Services Support

· Contributes to the HR Portal and digitization initiatives

· Participates in projects, i.e. HR Ticketing and/or HRspace UAT, as necessary

· For French speaker – provides support to the HR Shared Services by translating documents/emails from French to English (and vice versa) on a need basis, and answers calls from employees asking to converse with a French speaker.

Selection Requirements

· Bachelor’s degree in HR, Business Administration, or other related courses

· Preferably have 2 years’ experience working within HR Shared Services with general knowledge of end to end HR functions, policies, workflows and processes

· Excellent verbal and written communication skills in English, preferably a French Speaker

· Fresh Graduates are welcome to apply if fluent in French

· Excellent computer literacy (Excel, Word)

· Experience using and knowledge of HR Information systems, such as case management tools and SuccessFactors (SAP) considered an asset