Personal And Professional Info Administration Officer

What We Do

The International Committee of the Red Cross (ICRC) works worldwide to provide protection and humanitarian assistance to people affected by conflict and armed violence. We take action in response to emergencies and, at the same time, promote respect for international humanitarian law. We are an independent and neutral organization, and our mandate stems essentially from the Geneva Conventions of 1949. We work closely with National Red Cross and Red Crescent Societies and with their International Federation in order to ensure a concerted, rational and rapid humanitarian response to the needs of the victims of armed conflict or any other situation of internal violence. We direct and coordinate the international activities conducted in these situations.

Purpose

The Personal & Professional Information Administration Officer is responsible for the HR administrative processing of employee data specific to changes in their personal and professional life events, such as attestation requests, activity rate, marital status, address, and emergency contact information.

They act as the first level of support for all employee inquiries, except in deployment process, manages the general mailbox of GSS HRSS, and coordinate to other GSS HRSS teams for proper and timely resolution of requests.

They ensure consistency of their service delivery in line with the defined service level agreement and in accordance with ICRC policies and Swiss Labour laws.

This is a 6-month fixed-term contract.

Accountabilities & Functional Responsibilities

Administrative Management

• Prepares and issues accurate attestation of employment for all HQ and mobile field employees
• Processes changes in activity rate and/or work schedule for HQ employees upon the request of HQ HR Manager
• Processes correction of time profile or holiday calendar in HRIS tool (SuccessFactor)
• Records and updates employees Swiss work permit in HRIS tool (SuccessFactor)
• Processes changes in personal information of employee such as address, name, marital status, HR dependents, preferred mailing language, etc. in HRIS tool (SuccessFactors)
• Files documents such as marriage certificate, divorce papers, civil union, birth certificate, etc. in HRIS tool (PeopleDoc — Employee File Management)
• Updates the mobility entitlements of field employees upon reaching the required seniority in HRIS tool (SuccessFactors)
• Coordinates with HRIS team in updating the employees length of service in HRIS tool (SuccessFactors)
• Processes length of service milestone awards (ten, twenty, and thirty years of service)
• Launches the language test via applicable platform upon receipt of request from the Talent Managers, HR Partners, or HR Managers
• Monitors and follow-ups medical certificate from employees
• Updates absence due to illness/accident record of employee in HRIS tool (SuccessFactors)
• Manages the general mailbox of GSS HRSS
• Supports employee in recording bank account information in HRIS tool (SuccessFactors), if necessary
• Transmits documents and/or information to relevant Subject-Matter-Experts or GSS HRSS team (family, social insurance, leave and absence, payroll, pension fund and termination) as necessary
  
  
  

• Ensures quality of employee HR data by coordinating directly with employee and HRIS on the necessary corrective actions in a timely manner
• Ensures accurate and timely data entry of personal and professional information updates
  
  
  

• Responds to straightforward questions received from employees by phone or email
• Escalates cases or non-standard request to Rewards, Payroll, or Deployment teams
  
  
  

• Follows up on all work-related messages and correspondence with the relevant contacts and departments
• Takes responsibility for their own professional learning and development
• Participate in projects, as necessary
• If necessary and upon request, provide ad hoc administrative tasks for the unit or department
• Being proactive with continuous improvement propositions for the teams management processes
  
  
  

• At the ICRC, we value impact, collaboration, respect, and compassion. We seek candidates who demonstrate behaviors based on these shared values. For more information on the ICRC values, please visit this page.
  
  
  

• HR Administration Team Leader (MSSC)
• HR Manager 2 (field)
  
  
  

• In MSSC, provides administrative services to 3,700 staff under Geneva contract.
• In the field, operates in a medium complex environment with 200 to 500 employees.
  
  
  

• Internally, in the Manila Shared Services Centre, interacts with staff who encounter administrative issues and fellow members of the HR administration team. In the field, interacts with HR Officers and HR Assistants in the Delegation and sub-sites.
• No external relationships.
  
  
  

• University degree, professional diploma or equivalent experience.
• Good command of English.
• French language skills an asset.
• Computer proficiency, including Microsoft Excel and working knowledge of HR information systems
  
  
  

• At least 2-3 work experience preferably in Human Resources is required.
• Experience working in a humanitarian organization is an advantage.
• High proficiency in MS Office Suite, SharePoint is essential.
• Requires the ability to analyse, interpret and communicate complex information, data sets, and procedural compliance from key stakeholders.
• High degree of attention to detail is necessary to spot minor errors, misstatements, or anomalies.
• Excellent communication skills in English.