Country: Switzerland
Closing date: 07 Sep 2014
Position Title:HR Assistant (50%) (HRA)
Grade:II
Location:CI Secretariat (Geneva)
Supervisor:HR & Administration Manager
Positions Supervised:None
Date:September 1st,2014
Position Summary
The CI Secretariat is an international foundation, registered under Swiss law, and governed by the CARE International Board of Directors. Under the leadership of CI Secretary General, it coordinates and supports the work of the 13 CARE national Members and 1 affiliate Member which works in more than 80 countries around the world. CARE’s mission is to serve individuals and families in the poorest communities in the world. The role of the HRA is to support the Secretariat’s HR & Administration Manager to ensure the Secretariat’s sound HR administration and reporting by carrying out professional HR supporting work related to HR operations management with offices in Geneva and Brussels), assist in the support of diverse projects such as the Induction, Performance Appraisal and monitor HR filing, archiving and reporting. This position involves considerable hands on work, owing to the small size of the Secretariat office (fewer than 45 staff, about half of whom are located outside of Switzerland). With CARE International in the midst of an exciting change process, this position offers the right candidate the opportunity to grow and develop in the position.
Specific Tasks:
Assist the administration of Human Resources at the Cl Secretariat (40%)
- Prepare and post job advertisements, screen applications, arrange interviews, participate in selection process where applicable, liaise with candidates and administer pre-employment tests as required
- Prepare employee and consultant contracts as well as support towards agreements with other CARE International members such as MoUs and secondments’ contracts’ preparation
- Prepare paperwork needed to create new employee profile and file, act as a force of proposal to improve current processes and look for opportunities for improved HR administration effectiveness
- Support the entire employee lifecycle from entry to exit (registration to insurances, pension, AVS, Family Allocation)
- Maintain records of Brussels staff attendance and time-off
- Manage the Brussels monthly payroll and related tasks with currently 5 staff members (social charges and insurances declarations, salary certificates, income tax certificates, etc.) in collaboration with a local payroll provider
- Act as the key contact for any HR matter related to day-to-day HR operations towards employees in Brussels, liaison with external providers linked to the Brussel’s office management (Securex, Sodexo, Insurance broker, Insurances, etc.)
- Assist in the briefing of new staff and consultants on the Secretariat's HR policies and procedures (Geneva & Brussels)
- Help maintain internal communications with regards to Secretariat HR policies and procedures
- Actively take part in the Employee handbook review process
- Responsible towards HR reporting monitoring, build and update specific HR information, reports and checklists (Employees’ list, Distributions’ list, Headcount, Entry/Exit checklists, etc.)
- Help in improving HR processes, forms such as for Recruitment, Performance and Induction processes
- Support on ad hoc projects to reinforce collaboration/information sharing between HR, Finance and IT teams to help reinforce General Services support
- Act as the online platform super-user and ensure HR information on internal drive and online platforms are correctly filed, updated or archived
Other (10%):
- Manage the filing and archiving of documents (physical and electronic filing
- Act as HR back-up when needed to replace colleagues during vacations
- Act as back-up notes-taker and organizer of all staff and remote staff meetings
- Any other tasks assigned by both HR & Administration Manager
Decision making authority
The HRA reports directly to the HR & Administration Manager at the Cl Secretariat. The HR Assistant’s decision-making authority is defined by the Secretariat's financial rules and regulations and the Employee Handbook and is delegated by the HR & Administration Manager.
Key contacts
Internal: All staff.
External: Swiss and Belgium administrations such as Pension fund (CIEPP, AXA), Social Security (FER-ClAM, Securex), Administration Fiscale, Office Cantonal de I'Emploi, Office Cantonal de Ia Population, social secretariat in Belgium, building conciergerie, FIPOI.
Working conditions
The position is based in Geneva and is at 50% activity rate. Small amount of travel may be required. The small size of the Secretariat team requires an amount of flexibility. Although the position is reporting directly to the HR & Administration Manager, a certain capability of working independently is required.
Qualifications*&*experience
The post holder will have a Swiss HR certificate or equivalent and 2-3 years relevant experience working in an established HR environment.
Skills&competencies:
- Fluent English and French
- Developed IT skills (especially MS Office, Excel)
- Strong team player
- Hard working, conscientious and flexible.
- Ability to work on several projects/duties simultaneously.
- Team player who can also work independently.
- Excellent interpersonal, presentation and communication skills.
- Effective problem-solving skills
- Ability to deliver effective results, meet tight deadlines and targets.
- Ability to handle confidential information
How to apply:
Interested and qualified candidates should submit their CVs and a covering letter to cirecruitment@careinternational.org by September 7th, 2014. Only short-listed candidates will be contacted.
Please note that only applicants with valid work permit will be considered.
More Information on CARE International is available at www.care-international.org.
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