Human Resources Assistant
Office for Human Resources, Department for Planning and Coordination
Starting date: preferably 1 August 2020
Deadline for applications: 15 June 2020
Rate of activity: 100%
It should be noted that this position is a local hire.
Content of the position
Purpose
| The Department for Planning and Coordination (DPC) oversees and supports the work of other departments in a number of fields. It facilitates and develops overall program planning and coordination, develops and maintains systems and processes to ensure across the organization high quality implementation and full compliance of LWF’s work.
The Office for Human Resources (OHR) is to maintain a competent and effective workforce, ensuring staff welfare, development and safety, compliance with staff regulations and the overall overview on all staff-related issues in order to enhance staff’s contribution to LWF mission. The purpose of the position is to provide daily support to the OHR in handling agreements of employment for Geneva based staff and Geneva hired consultants, in organizing recruitment workflows for Geneva based staff from advertisement to hiring, in following up on administrative and individual cases for Geneva based staff (70+), in accordance with LWF policies and processes and within the legal regulations. The purpose is also to ensure that HR data management processes are consistently and carefully carried out, allowing the issuance of metrics as required. |
Within a team of five and reporting to the Head of HR, the incumbent will contribute to achieving HR objectives, participate in updating guidelines and policies, nurture and maintain good working relationships and positive approach to staff members.
Required qualifications
| HR Assistant Certificate or equivalent. Federal Brevet an asset.
Proficient in English and French. Knowledge of German and/or Spanish are assets. |
Conversant in Office Suite, website postings and HRIS use.
Additional Study and Experience
Successful experience of at least 3 years in HR assistance / administration.
Proven active contribution to HR projects (design to implementation).
Experience in an international environment, preferably within a faith-based or not-for-profit organization.
Intercultural experience.
LWF Core Skills
| Analytical thinking level advanced
Initiative level advanced Leadership level basic Achieving results level expert Accountability level advanced |
Working effectively with others level expert
Required Skills
| Administration assistance level expert
Confidentiality level advanced Knowledge of Swiss labour regulations level basic Data management level basic Project management level basic |
Attention to detail level advanced
Position Environment and Dimensions
With a focus on Geneva based 70+ staff members and as a backup to the other HR Assistant dedicated to field international staff, the incumbent mainly interacts:
Internally, with the OHR team, with all Geneva staff members and supervisors, with the Office for Finances, the IT coordinator and events’ organizers.
Externally, interacts with member churches and other seconding bodies on contractual issues, with insurance broker, with applicants to LWF vacancies and their references. Deals with service providers regarding time control tool and advertisement websites.
Main duties
HR Administration
Establishment, monitoring and overview on all contractual documents for Geneva based staff, Geneva hired consultants, seconded staff, trainees and volunteers;
Follow up on probation periods and other deadlines;
OHR related payments (invoicing);
Time management and follow up regarding absences and vacation (currently Mobatime tool);
Recording and follow up on staff training requests, performance reviews, etc;
Advising Geneva based staff on HR regulations, guidelines and policies;
Follow up on end of contract’s settlements;
Establishment of work attestations and certificates;
Enrolment of LWF events participants in health insurance.
Recruitment and Hiring
Coordination for an organized and comprehensive recruitment process:
Vacancy advertising;
Collection and follow up of applicants’ documents in the Application Tracking System (Recruiter Box);
Organization and logistics related to the selection process: invitation and organization of interviews, travel arrangements, accommodation, reimbursement of expenses, reference checks, contract offer;
Organization of new staff’s arrival and arrangement of the workplace, email, connectivity.
Induction
Coordination with departments for the induction process;
Ensure announcements are done as appropriate;
HR briefing on LWF regulations, guidelines and policies;
Support new staff’s induction process.
HR Projects
Pro-active contribution to:
HR projects;
Updates / upgrades of HR tools, templates and processes and alignment between field and HQ where possible;
Establishment / revision of regulations, guidelines and policies.
Information, Reporting and Data Management
Filing / archiving both paper and electronic documents / personal data;
Responsible for posting HR communications (SharePoint / LWF website);
Administration and maintenance of HR data and metrics:
Staff time management system;
HR/LWF directories / organograms;
HR indicators, reports and repository of HR forms and documents;
HR compliance, case and trends reporting;
Follow up on training.
Special duties
As may be assigned by the supervisor.
Major challenges
To work in a small team with a solution oriented and supportive approach, working towards a continuous development of the HR service and its efficiency.
To apply, please click on the following link:
https://lutheranworld.recruiterbox.com/jobs/fk0qvu1?cjb_hash=O_rjXx18&apply_now=true
