Benefits & HR Administration Assistant UKR/ Backfill Support

Role & Responsibilities

The Benefits & HR Administration Assistant supports the management of the benefits & HR administration of internationally recruited staff (IRS) and global support office staff (GSO) who work in or are deployed to Medair’s country programmes, with special focus on those serving on Medair’s Global Emergency Response Team (G-ERT) providing aid to the people of Ukraine. Duties include owning and managing administrative processes from on-boarding to off-boarding IRS and ensuring that GSO staff and visitors’ pre-country programme visit documents are in order. The Benefits & HR Administration Assistant ensures the administration is executed in compliance with Swiss legislation and Medair procedures. The Benefits & HR Administration Assistant also provides a high level of support in the IRS payroll, national staff payroll set-up, and HR global mobility processes (Special Service Agreements and Employer of Record).

Project Overview

Medair’s global HR function supports the organisation in the implementation of world class humanitarian aid projects by ensuring that the organisation has adequate systems and structures to efficiently recruit and retain the right people. The HR function is also working on impacting Medair’s culture by creating and sustaining a work environment where our values are fully alive and staff is being cared of through a “people to people” model.

Workplace & Working Conditions

Medair Global Support Office (GSO), Lausanne, Switzerland.

• Swiss or eligible EU citizens, or those with a valid work permit for Switzerland, can apply.

Starting Date / Initial Contract Details

As soon as possible. Fixed-term contract, Full-time, 3 months at 100%.

Key Activity Areas

HR Administration

• Responsible for high standard of customer service in Benefits and HR Administration, managing the on-boarding administration ensuring smooth process for new starters joining Medair.
• Ensure forms are signed for personnel files and crisis management files and report in case of delays. Ensure essential documents have been completed for staff before flights are booked. Ensure records are complete and, in collaboration with Ben & HR Admin TL, managed in line with GDPR regulations and Medair’s policies.
• Responsible for contributing to the development of a positive HR teambuilding spirit and positive workgroup dynamics with the different departments, staff and their managers. To listen to employees, understanding their expectations and to provide answers to their questions in relation to HR administration.

Global Emergency Response Team coordination (GERT)

• Closely work with the G-ERT Benefits and HR Administration, Recruitment and HRP focal points for smooth onboarding of staff during emergencies.
• Be available to be contacted evenings or weekends during emergencies. Coordinate with colleagues from the Benefit and HR Administration team to delegate tasks and share workload.

Global Mobility

• With the Ben & HR Admin TL and HRPs, draft Special Service Agreements for remote GSO roles and remote field-facing roles following respective process in terms of salary calculations and insurances.
• Support the Ben & HR Admin TL with onboarding, employee lifecycle and offboarding of remote staff hired through our Employer of Records (Velocity Global, ACCON).

Payroll support

• Support Ben & HR Admin IRS Payroll focal point and HR Partners in ensuring that IRS data is complete and accurately reflected in monthly payroll records, ensuring payroll is managed in compliance with relevant legal requirements and Medair internal programs and procedures.
• Provide support to Ukraine response HR focal point(s) in setting up and administering payroll for nationally recruited staff. Responsible for maintaining good relations with internal and external stakeholders to achieve timely processing and effective problem solving.

Compensation and Benefits

• Ensure the maintenance of Medair People (HR Information System) for managing compensation and benefit information accurately reflecting changes for incoming and outgoing staff.
• Responsible for timely communication and reporting with the broker regarding the management of medical benefits, payments and claims reimbursement.

Policy Administration

• Update documentation when changes to policies and procedures are communicated.
• Collaborate with the Ben & HR Admin TL to improve HR systems, policies, processes and procedures that relate to HR Administration in line with the HR strategy, and to contribute to their definition, and implementation especially in relation to the area of back office administrative management.
• Ensure documentation and up to date HR policies, procedures, and checklists are available for stakeholders.

Innovation/Changes

• Support change management in HR and the organisation. Collaborate on assigned HR projects.
• Continually improve on key processes, policies, procedures and information systems, through problem solving and new initiatives, in collaboration with the Benefits & HR Admin Co-Leads and stakeholders.

Team Spiritual Life

• Reflect the values of Medair with staff, beneficiaries, and external contacts.
• Work and pray together in our Christian faith-based team settings. Fully contribute to the rich spiritual life of your team, including team devotions, prayers, and words of encouragement.
• Encouraged to join and contribute to Medair’s international prayer network.

This job description covers the main tasks that are anticipated. Other tasks may be assigned as necessary.

Qualifications

• Bachelor degree in HR or a related field. HR Administration including payroll and insurances desired.
• Excellent working knowledge of English and French (spoken and written).

Experience

• 2 years in an equivalent HR position.
• Knowledgeable with the Microsoft office Environment. Working experience with an HR information system.
• Good customer service skills. Strong organizational and analytical skills.
• Good team player, servant hearted. Good interpersonal skills. Ability to work within a multicultural team.