Assistant, Human Resources (maternity cover)

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 191-member National Societies (NSs). The overall aim of IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by NSs with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.”  IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises. 

The IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member National Societies and the International Committee of the Red Cross (ICRC). The work of IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality.  

The IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into four main Divisions: (i) National Society Development and Coordination, (ii) Humanitarian Diplomacy and Digitalization, (iii) Management and Accountability and (iv) People and Strategy. 

The IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas.  IFRC also has country cluster delegations and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat. 

The IFRC has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the Red Cross and Red Crescent Movement, including sexual exploitation and abuse, sexual harassment and other forms of harassment, abuse of authority, discrimination, and lack of integrity (including but not limited to financial misconduct). IFRC also adheres to strict child safeguarding principles.  

Reporting to the Regional Human Resource Manager and as part of the Regional HR team, the incumbent is responsible for most of the talent acquisition related administration, employee documentation, including contracts, recruitment paperwork and starter packs and assist with any other administrative tasks (reference check, monthly payroll, HR filing) as and when they arise. In addition, support the team to ensure smooth day-to-day operations.   

Talent Acquisition Administration

• Provides support to the HR Business partners to coordinate the recruitment, selection, and placement process of staff.
• Keep recruitment related filing and documentation up-to-date. 
• Monitor and follow up with the open positions and update the internal recruitment data sheet.
• Posting jobs and managing processes in the e-recruitment system. 
• Providing support to the prescreening and longlisting of the incoming applications in line with the pre-agreed requirements. 
• Manage interviews if needed under the guidance of the HR Business Partners.
• Preparing selection reports and performing all the related logistics. 
• Participate in the offer-sending and contracting process. 
• Collecting documents from the selected candidates in line with the detailed requirements. 
• Under supervision of the HR Officer process data entry in the D365 system and monitoring of position creation requests.  
• Providing recruitment-related document and data management ensuring accessibility and collaboration across the Team. 
• Communicating and collaborating with the stakeholders under the guidance of the HR Business Partners (managers, candidates, service provider companies, interview panel members).  

HR Administration

• Prepare contractual documents under the guidance of the HR Officer (employment contracts, consultancy agreements, and dispatch them; ensure that accurate and complete information is kept on personnel files, residency permit extension, employment certificates
• Maintain an updated and efficient filing system for all personnel files, correspondence, payroll files and HR documents, including in HR systems.
• Provide assistance in preparing the necessary paperwork for staff - both local and international hires.
• Contribute to the initial orientation process to newly hired employees.
• Support the Payroll and Admin Officer with the preparation of the monthly payroll files. Be secondary focal point for the operative payroll cycle.

Contribute to HR-related internal and external communication

• Provide support with the development of communication materials on all HR related matters.
• Support the HR team in internal and external communications and dissemination of key information related to HRIS and policies,
• Liaise with recruitment agencies, payroll provider, Medicare and Swiss clinic.
• Ensure all HR related documents are easily accessible to staff and focal points.

Contribution to the building of an effective, high-quality, HR team

• Contribute to the continued improvement of regional HR metrics and their tracking to generate valuable information and facilitate decision making.
• Be actively involved in broader projects and policy development activities and contribute to wider process improvement initiatives.
• Ensure support in registering and updating master data in the organization’s HR systems.
• Provide back-up support in the absence of other team members.

Duties applicable to all staff

1. Work actively towards the achievement of the IFRC’s goals.

2. Abide by and work in accordance with the Red Cross and Red Crescent principles.

3. Perform any other work-related duties and responsibilities that may be assigned by the line manager.

Required

• University degree or equivalent working experience

Preferred

• Professional HR qualification or equivalent experience

Required

• At least 1-2 years’ HR administrative support experience
• Proven excellence in administrative support
• Experience in managing data, filing, basic financial and budgetary information

Preferred

• Experience working within international organisations, large NGOs and/or governmental development agencies, multi-cultural environment

KNOWLEDGE AND SKILLS

Required

• A strong interest in Recruitment and Human Resources 
• Experience in office management principles and procedures
• Experience in office management principles and procedures
• Proficient in working with Microsoft Office applications, particularly Excel, Outlook, PowerPoint, and Word
• Ability to multi-task, prioritize and deliver to deadlines
• Focused on quality and standards, results, and accountability
• Proactive approach to finding creative and constructive solutions to difficult issues
• Ability to maintain discretion and confidentiality.

LANGUAGES

Required

• Fluent spoken and written English

Preferred

• Good command of another IFRC official language (French, Spanish or Arabic)

Values: Respect for diversity; Integrity; Professionalism; Accountability. 

Core competencies: Communication; Collaboration and teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust.