Human Resources Officer, Payroll and Administration

Organizational Context

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. 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 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.

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 IFRC Regional Office in Budapest and providing support to the Regional Office and the Global Service Centre as well.

Job Purpose

Under the supervision of the Senior Officer, HR Advisory services (HR BP) the Analyst, Human Resources provides key administrative and operative support to ensure smooth day-to-day operations.

As a priority, the Analyst, HR will handle national staff payroll related administration and assist with any other HR related administrative tasks as and when they arise.

Job Duties and Responsibilities

National Staff Payroll

• Act as first point of contact concerning payroll-related administration in line with required timelines, provide support to ensure full compliance with local legislation and rules.
• Providing the monthly closing payroll data (all necessary reports and documentations) to the payroll company and reviewing the input received back, making corrections as necessary, to ensure that the monthly salary is paid on time and accurately.
• Process the necessary internal documentation/authorisations regarding to scheduled monthly salaries and related payments and off cycle payments as well
• Process all received documentation and verify eligibility to benefits within the set deadlines as per staff regulations, local legislations and the Benefit Policy to ensure effective and efficient service delivery.
• Provide support to staff regarding the interpretation and application of regulations regarding payroll and benefits.
• Provide support to staff with regards to personal tax related information with the help of the payroll provider.
• Resolve any salary related issues of national staff in relation to payroll and benefits to ensure quality of service provision continues.
• Flag and/or report any payroll related issues/non-standard cases to the HR BP who will liaise with the Legal Advisor, relevant units or payroll service provider.

Leave management

• Work with the D365 (ERP) team to set up yearly leave plans with the support of the Senior HR Officer
• Follow-up, monitor and maintain staff members leave balance in the respective application
• Monitor sick leave and the submission of the legally required documentation
• Monitor overtime in line with the Hungarian Labor Code
• Work with the outsourced payroll provider to monitor leave entitlements (as per Hungarian labour law) and balances.
• Ensure that leave related reporting is accurate towards the payroll provider
• Liaise with the global D365 (ERP) team as required on leave reporting and monitoring
• Draft leave-related communication as required
• Suggest leave monitoring related process and system improvements when applicable

Job Duties and Responsibilities (continued)

HR administration:

• Monitor contracts and position expiry (national-international), liaise with the HR Officer and HRBP; prepare contractual documents (contract amendments and extensions, acting assignments etc.);
• Make sure that contract extensions are duly recorded in D365 and related system actions are fully completed (leave data, compensation data);
• Support staff offboarding (offboarding tracker, Exit emails, Exit clearances, liaison with payroll provider on final emoluments and leave balances, Medicover/Swiss Clinic liaison)
• Support staff onboarding (follow up on the submission of official documentation and forms, liaison with the payroll provider on required actions, support staff in completing Cafeteria declarations)
• Support maternity leave administration (In line with Hungarian Labour Code, i.e. required forms, documents, leaves – recording and liaison with the Payroll Provider)
• Contribute to the maintenance of an updated and efficient filing system for all personnel files (electronic and paper based), correspondence, payroll files and HR documents, including in HR systems (D365).
• Contribute to the maintenance and filing of IFRC templates in line with Hungarian Labour Law (contract templates, agreement templates)
• Ensure that processes are efficiently delivered, suggest process improvements where needed, document assigned processes if necessary
• Draft and deliver individual standard documents (e.g. proof of employment, attestation letters and work certificates) and provide assistance in preparing non-standard documents.

Liaison and Monitoring

• Follow-up of occupational health examinations, correspondence to ensure all staff have valid examination
• Support the Health and Safety (external provider) requirements
• Act as a focal point with the external health insurance provider (Medicover), monitor staff registrations
• Act as a focal point on Ugyfelkapu actions and registration with local entities
• Liaise with internal IFRC departments as needed to ensure that data is accurate and available (Finance, Administration, IT etc.)

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.
• 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. Actively work 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

• University degree or equivalent working experience

Preferred

• Professional HR qualification or equivalent experience
• Hungarian Labour Law training
• TB es Berugyintezo (Social Security and Payroll Administration) Examination
  

Experience

Required

• At least five years’ HR administrative support experience
• Proven excellence in payroll related/HR administrative support
• Experience in managing data, filing, basic financial and budgetary information
• Experience working in an international environment 

Preferred

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

Knowledge, Skills and Languages

KNOWLEDGE AND SKILLS:

Required

• Experience in office management principles and procedures
• Self-driven, ability to work independently with limited supervision
• Strong written and oral communication skills and ability to draft and edit reports and correspondence in English
• 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
• Capability of working with sensitivity in a multi-cultural environment and virtual or/and dispersed teams
• Ability to maintain discretion and confidentiality.

LANGUAGES:

Required

• Fluent spoken and written in English
• Fluent spoken and written in Hungarian

Preferred:

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

Competencies, Values and Comments

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.