PURPOSE
The PAC Administration is a central administrative delivery function whose purpose is to supporting ICRC HQ and mobile employees with administrative procedures related to their professional life path within the ICRC. It is comprised of different services such as, HR Administration & Contracts, Global Mobility and other HR Specialists.
The PAC Administration is structured to meet the needs for employee hiring, their on-boarding, their mission organisation as well as all matters relating to their HR administrative management.
Within the structure of the PAC Administration, the Global Mobility team provides administrative services at an institutional level. They have the responsibility to organize and coordinate the departure of the field mobile employees, and National Society and other delegation seconded employees to their assignment location once it has been confirmed by the Talent Managers. They ensure consistency of the approach in relation to the different services and stakeholders involved (Visa team, Travel Office, Contracts and Administration team, Staff Health team and the employee). They answer specific questions from the colleagues on any mobility matter. All in line with ICRC policies and Swiss Labour laws.
RELATIONSHIPS
- Internally, interacts with PAC Administration Division, ICT, Application Managers, Business Process Owners, Head of HR Units, HR Service Providers in HR and in the field.
- Externally, may interact with external suppliers and service providers.
ACCOUNTABILITIES AND RESPONSIBILITIES
Management of departure on mission
- Follow mobile employee movements related to the assigned Pool by acting as a “focal point”, ensuring the smooth flow of communication between the employee and the different HR stakeholders: Talent Managers, PAC Administration, and their assignment office.
- Responding to various demands of employees for all administrative matters relating to their departure on mission (contract, visa, medical …). Escalate to the right HR department when necessary.
- Maintain and ensure reliable HR data in HR information systems (HRIS, MyRequests, etc.) both in terms of employee data as well as their mission data (job title, location, financing, etc.)
Administrative Management
- Be guarantor of the management of personnel files:
- For newly hired employees, collect the necessary information and documents and build their employee file
- For employees already under contract, confirm field missions, extensions or new missions based on information provided by the Talent Managers
- Contact PAC Administration, ensure the progress and administrative follow- on mission starts and records of mobile employees (new employees, employees under contract, staff from the national societies)
- Ensure and guarantee the quality and objectivity of information
Document Quality Control
- Follow-up on receipt of pending documents (labour contract, posting confirmation, documents relating to social security, residency permits, etc.) through written correspondence with employees.
- Upon receipt of documents, quality control, processing, and transmission of documents to the respective SMEs (social insurance, leave and absence, payroll, pension fund and termination)
Customer Support
- GMS Queries: Reply to questions received from employees by phone and escalating cases/ transferring employees to SMEs and other stakeholders if needed.
- Incoming E-mail messages: Processing of messages received through MyRequests: applications for employment certificates, wage certificates, issues relating to the collective bargaining agreement, staff regulations, Swiss social insurance, departure / arrival missions, absences, holidays, etc. – as well as escalating messages to the concerned subject matter experts (SME).
- HR Briefings: At each deployment and/or end of assignment, provide information and advice to employees on procedures and administrative rules.
Other tasks
- If necessary and upon request, provide ad hoc administrative tasks for the unit or department
- Being proactive with continuous improvement propositions for the team’s management processes and / or more generally the PAC Administration.
SELECTION REQUIREMENTS
- Bachelor’s degree in HR/Administration or equivalent studies
- At least 2 years’ experience working within a Global Mobility Team with knowledge of
- administrative aspects related to deployment, visa and others
- Excellent verbal and written communication skills in English, good conduct of French an asset
- Excellent computer literacy (Excel, Word)
- Experience using and knowledge of HR Information Systems, in particular Success Factors (SAP) considered an asset
WHAT WE OFFER
- Diverse and humanitarian-minded workforce
- An opportunity to contribute to institutional efforts to protect and assist conflict victims worldwide
- Training opportunities
- Flexible work schedule
How to apply
Qualified applicants are requested to submit their comprehensive and updated resume alongwith their motivation letter to https://careers.icrc.org/job-invite/26453/
Only applications received through the career page link will be pre-screened/processed.
Deadline of application: 24 October 2024
Target Start Date: Immediately
Office Address: 32/F BDO Life Megaplaza, 358 Sen. Gil Puyat Ave., Makati City, Philippines
Only short-listed candidates will be notified.
This vacancy is open for Philippine residents only.