PURPOSE

The Contracts & Administration officer provides support and administrative services which has a direct impact on the operational response of the organization.

Within the Deployment Service Group, the Contracts & Admin Officer is responsible in (re)hiring, preparing the contractual documents, and determination of social and health insurances applicable to the employee. To this end, they are responsible in coordinating with all other actors involved in the deployment process.

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.

RELATIONSHIPS

Internally, interacts with employees, fellow members of GSS HRSS, HR teams at headquarters and in the field, HR Managers, Talent Managers, and HR Service Providers
Externally, may interact with external suppliers and service providers
ACCOUNTABILITIES AND RESPONSIBILITIES

Operational Support

Supports the Team Leader in daily operations through case management and provides expertise in resolving issues that require further assessment against established processes and policies
Supports the Team Leader in projects by contributing to impact analysis of changes on procedures and current ways of working
In charge of coordinating the requirements and activities needed in hiring and benefits management with all stakeholders involved (Talent Manager, HR Manager, GenCare, Payroll, Employees)
Identifies and utilizes appropriate escalation and communication channels while independently collaborating with Subject-Matter Experts
Takes charge of the workload distribution
Deployment Management

Verifies the accuracy and completeness of employee data (personal information, contracts, and assignment details, etc.) before hiring
Ensures the accuracy and feasibility of the beginning of mission hiring through the precise and timely completion of contract file analysis
Hires HQ and Field mobile employee based on job requisition, position, and assignment details provided by the Talent Manager and/or HQ HR Manager using HRIS tool (SuccessFactors)
Amends and/or extends contract and assignment details upon the request of the Talent Manager and/or HQ HR Manager
Enters Stand-by position upon the request of the Talent Manager and/or HQ HR Manager
Drafts and sends contract of employment to employee along with copies of Code of Conduct, Collective Staff Agreement among others
Drafts and sends assignment confirmation for Headquarters and Field assignments, contract amendments, contract extensions as well as Undertakings for Staff Seconded to the ICRC (National Societies)
Collects required information in order to determine the applicable social insurance, health insurance and other benefits based on employee profile for every new assignment of HQ and Field mobile employees in compliance with applicable policies
Sends hiring documents and information to employee including templates and forms related to social insurance, health insurance, bank account, emergency contact, etc, and including the translation of documents into French.
Enters data in the payroll software (Strategic) and HRIS tool (SuccessFactors) relating to social insurance, health insurance, pension fund, marital status, family members, emergency contact, etc.
Applies knowledge of the French language in supporting customers and carrying out the role as Contracts & Administration officer
Administrative Management

Ensures follow-up on receipt of pending documents (employment contract, confirmation of assignment, documents relating to social and health insurances, etc.)
Files documents such as contract, confirmation of assignment, extension letter, proof of AVS affiliation, etc.in HRIS tool (PeopleDoc – Employee File Management)
Transmits documents to the respective Subject-Matter-Experts or GSS HRSS team (social insurance, leave and absence, payroll, pension fund and termination) as necessary
Contributes to timely monitoring and reporting of BoM Departures and completion of BoM tasks for assigned UCC
Assists in the translation of documents in or to French.
Information Management and HR Data Quality Control

Ensures quality of global HR data by coordinating with delegations and HRIS on the necessary corrective actions in a timely manner
Ensures that all stakeholders are informed of the status of the deployment and coordinate relevant information about contracts, health insurances, and social insurances
Customer Support

Responds to complex questions received from employees and other HR functions about contractual documents, social insurance, health insurance and other benefits linked to the contract and assignment in consultation with various Subject-Matter-Experts
SELECTION REQUIREMENTS

Bachelor’s degree in HR / business administration
At least 2 years’ experience working within an HR Administration/Contracts team with knowledge of administrative aspects related to contractual obligations and contracts
Excellent verbal and written communication skills in English and French is required
Knowledge in Swiss Labor Law and Policies is considered an advantage
Excellent computer literacy (Excel, Word)
Great attention to detail and has the ability to excel in a challenging and new environment
Exceptional customer service orientation: ability to apply, implement and enforce a defined framework, deal with the requests of employees, and other stakeholders while ensuring to maintain an open and engaging communication.
Experience using and knowledge of HR Information systems, in particular, case management tools and Success Factors (SAP) considered an asset

Please send your resume/CV