Personal and Professional Info Administration Officer

Role Overview

• 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 employee's 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 employee's 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 team's management processes.

Requirements

• 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.

Benefits

• N/A