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Senior Administrator, Human Resources


  • Organization: Gavi, Vaccine Alliance
  • Location: Geneva
  • Grade: Junior level - CS2 - Career Step 2 - Professional - Both internationally and locally recruited position
  • Occupational Groups:
    • Human Resources
  • Closing Date: Closed
Gavi, the Vaccine Alliance is a public-private partnership committed to saving children's lives and protecting people's health by increasing equitable use of vaccines in lower-income countries. The Vaccine Alliance brings together implementing country and donor governments, the World Health Organisation, UNICEF, the World Bank, the vaccine industry, technical agencies, civil society, the Bill & Melinda Gates Foundation, and other private sector partners. Gavi uses innovative finance mechanisms, including co-financing by recipient countries, to secure sustainable funding and adequate supply of quality vaccines. Since 2000, Gavi has contributed to the immunisation of more than 1 billion children and the prevention of more than 17 million future deaths. 


The HR Department drives Gavi’s people agenda to support the organisation’s strategy and to build a high-performing, motivated and engaged workforce. It is organised into four areas: Talent Management: attracting and retaining critical skills for Gavi; HR Business Partnering: focusing on longer-term strategic business needs, talent development and employee engagement; HR Services: providing effective operational services and advising on HR policy and procedures, and HR Legal & Policy: providing advice on HR matters having legal employee relations & developing relevant HR policies and processes.

HR Services enables HR operational excellence by delivering efficient and effective HR services, with a customer-centric approach. HR Services areas of responsibility include inquiry services and transactional support, compensation and benefits administration, including payroll, employee onboarding and offboarding, training administration, HR information systems management, and reporting & analytics.
Onboarding/Offboarding process:
•    Responsible for the overall monitoring of onboarding and offboarding processes for staff and interns, from collecting required new hires/leavers data, enrolment/termination of new/departing employee in benefit plans such as LTSP or health insurance, conducting new employee orientation sessions, etc.
•    Maintain employee files up to date in compliance with internal policies.

Employee inquiries management:
•    Act as the primary point of contact for all HR inquiries related to staff;
•    Assist staff in understanding HR policies and procedures to provide customised assistance;
•    Make recommendations and support the revision of HR policies and procedures;
•    Liaise with the Senior Payroll & Benefits Administrator for compensation and benefits related matters;
•    Work closely with the Senior Manager, Human Resources Services and / or Senior HR Business Partners on complex staff inquiries.

Employee data system and administration (Human Resources information system): 
•    Manage and maintain employee data in the Human Resources information systems (HRIS);
•    Update staff personal data (home address, nationality, emergency contacts, etc.) in system following standardised procedures;
•    Regular data quality check to guarantee the data accuracy of the Human Resources information system (me@gavi);
•    Collect and formalise all change requests in me@gavi to enhance the system as per HR team’s needs, liaise with te HRIS expert to develop and implement the change;
•    Generate planned or requested reports, develop HR and HR Services dashboards as well as various data analysis (Sick leave, holidays, etc.) and periodically audit relevant internal system data to ensure accuracy and consistency;
•    Support annual merit award process preparation, generate data required and merit award letters, among other duties;
•    Support HR Business Partners during the Performance Management Cycle from the HRIS administration standpoint.

Support procurement process & invoices handling in SAP, if required.

Carte de Legitimation (CDL): 
•    Be the focal point related to CDL and Swiss Mission.;
•    Manage all requests and/or complex issues (with the help of the Senior Manager, HR Services) about CDL and employees, consultants, or interns;
•    Coordinate Swiss entry visa process for new employees and applicable dependants;
•    Process all staff and applicable dependants CDL through the Swiss Mission for new joiners, leavers and CDL renewals;
•    Accompany new employees with visa’s requests to start their new employment.

Learning & development:
•    Manage the e-learning platform (i-Learn), support HR and other teams in creating training sessions in the system and provide system support;
•    Work with HRIS expert to resolve technical or functional issues on the L&D platform when needed and make recommendations to improve this platform;
•    Be the focal point for corporate trainings at Gavi to administer enrolment, manage the logistics and conduct training assessments.

Back up:
•    Be a backup for Senior Payroll & Benefits Administrator.

Note: The essential functions listed in this section are not exhaustive of the job responsibilities; other duties may be assigned consistently with the department needs.
•    Minimum of 3 years of relevant work experience including HR administration processes and practices required;
•    Experience in planning and facilitating training is an asset.
•    Demonstrated ability to deliver excellent customer service;
•    Foster positive relationships when engaging with internal & external stakeholders, high level of diplomacy;
•    Skills in maintaining a Human Resources information system up to date and using it in day-to-day work;
•    Excellent communication skills;
•    Demonstrated discretion, professionalism, and empathy in order to ensure positive customer experience;
•    Excellent rigor, with attention to detail at all times and ability to show flexibility at the same time;
•    Excellent collaborative and team player mindset but also able to work autonomously;
•    Excellent planning and monitoring skills;
•    Ability to prioritise, to multitask and take initiatives or bring recommendations;
•    Demonstrated ability to work in a multi-cultural environment;
•    Conversant with technology: excellent Word, Excel, PowerPoint, and other MS Office programme skills.
•    Written and spoken fluency in English and in French are required.
•    Degree or diploma in HR.
•    Gavi Secretariat;
•    External suppliers and contractors;
•    Candidates applying to Gavi.
If you wish to apply, please provide a cover letter and resume through our Careers webpage and apply by clicking on ”Senior Administrator, Human Resources”. Deadline for applications is 11 December 2023. 

Become part of our community and join us on Facebook and Twitter for updates about our mission to save children’s lives! You can also follow our hashtag #vaccineswork 
In support of Gavi’s commitment to diversity, equality and inclusion, we hire globally and welcome applications regardless of age, disability, ethnicity, national origin, family status, sex, gender identity or expression, physical characteristics, race, religion, spirituality or sexual orientation. Gavi has zero tolerance towards sexual harassment, sexual exploitation and abuse as well as any form of discrimination or harassment. Everyone at Gavi is expected to conduct themselves with integrity and respect towards each other. Gavi is committed to creating a work environment that is safe and professional, therefore all selected candidates will undergo rigorous reference checks. Read more here.

Gavi brings together the public and private sectors to save lives and protect people’s health by increasing equitable and sustainable use of vaccines against 18 infectious diseases. You will work in a culturally diverse environment with over 70 nationalities. You will collaborate with partners such as WHO, UNICEF, the Bill & Melinda Gates Foundation, the World Bank – and from business, civil society and government. And you will work in the first global health organisation to receive equal gender salary certification. Your unique experience, skills and talents can help us achieve our vision of leaving no one behind without the life-saving power of vaccines.  
This vacancy is now closed.
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