Senior Assistant, Payroll and Benefits Administration Support

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world's largest humanitarian Organization, with a network of 192-member National Societies. The overall aim of IFRC is "to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies 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.

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.

IFRC is led by its Secretary General and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into three main Divisions: (i) National Society Development and Operations Coordination; (ii) Global Relations, Humanitarian Diplomacy and Digitalization; and (iii) Management Policy, Strategy, and Corporate Services.

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

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. 

This position is based at the Budapest, Hungary.

Job Purpose

Reporting to the Senior Officer, Benefits and Payroll Administration, HR Solutions, Services and Systems Unit (SSSU) in Geneva, the incumbent is responsible for providing administrative support to the preparation and processing of monthly payrolls for all IFRC Geneva-contracted staff in an accurate and timely manner. In addition, will be also providing administrative and HR system – related support to managers and staff globally such as uploading bank account details, checking home leave entitlements and verifying compensation details.

Job Duties and Responsibilities

The incumbent shall:
Contribute to all aspects of the benefit management:
• Prepare calculations of contribution to educational fees and liaise with employees for clarification.
• Collect all necessary documentation within the set deadlines.
• Assist with filing.
• Verify eligibility to benefits as per Staff Regulations.
• Arrange for bank transfers and deliver salary statement to finalize the payroll cycle.
• Record and maintain contractual and personal data of new Employees and staff related to payroll management, entitlements and benefits administration.
• Support the development and implementation procedures for the management of the monthly payroll to increase awareness of stakeholders with regards to payroll deadlines and improve compliance with them.
• Manage budgetary data input to the IFRC financial system according to set requirements.
• Provide support and advice to HR colleagues and employees in the regions and Geneva on the application of the Staff Regulations in relation to benefits and entitlements.
• Liaise with Finance on matters related to payroll as required.

Report on payroll-related activities:
• Assist with providing relevant reports and documents to internal and external auditors as requested.
• Contribute to the improvement of data quality of the payroll system.

Contribute to the overall work of the HR Solutions, Services and Systems Unit:
• Manage the payroll-related incoming emails and distribute it according to specification.
• Support the Payroll Officer(s) and the Unit Manager in developing, implementing and communicating policies, procedures and processes related to payroll and benefits management.
• Work closely with IT technical support on HR system-related issues and make recommendations for system improvement.
• Support the Unit Manager to respond to audit queries.

Contribute to build an effective, high quality HR Department, by:
• Ensuring excellent collaboration with HR colleagues and contributing to their professional development as suitable.
• Participating in the development of a customer service-oriented culture that values proactivity, continuous improvement, innovation, and high performance.
• Perform any other duties as requested.

Job Duties and Responsibilities (continued)

Duties applicable to all staff
1.    Work actively towards the achievement of the  Federation Secretariat’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.

Education

Required:

• First-level university degree in public or business administration, HR management or another related field. Alternatively, equivalent relevant HR experience can be accepted.

Preferred:

• Professional HR qualification.

Experience

Required:

• At least 2 years’ experience in HR administration.
• Experience with HR Information Systems (HRIS) – preferably MS D365 and SAP.
• Previous experience working in a shared service/centralised service delivery team.

Preferred:

• At least 2 years relevant experience in payroll support.
• Work experience with other international organisations, large NGOs and/or governmental development agencies.
• Experience working in virtual teams and across diverse geographic areas.

Knowledge, Skills and Languages

Required:

• Strong organisational and analytical skills.
• Ability to work effectively under pressure.
• Accurate and attentive to details.
• Excellent written and interpersonal communication skills.
• Ability to work with complete integrity and confidentiality.
• Professional credibility, proven good judgement, high level of business ethics and accountability.
• Solid track of working within diverse and multicultural teams.
• Affinity for teamwork, collaborative attitude.
• Excellent customer service skills.
• Excellent computer skills, especially high level of expertise in MS Excel.
• Fluent spoken and written English.

Preferred:

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

Competencies, Values and Comments

Competencies (to be filled in by HR)        
Values: Respect for diversity; integrity; professionalism; accountability.
Core competencies: Integrity, Leadership; Communication; Collaboration and Teamwork; Judgement and Decision Making; National Society and Customer Relations; Creativity and Innovation; Building Trust.

Comments: This is a national staff position open to Hungarian nationals and others who are legally eligible to work in Hungary. Candidates must be able to provide proof of their eligibility to work in Hungary.