Personal & Professional Info Administration Officer

What we do

The International Committee of the Red Cross (ICRC) works worldwide to provide protection and humanitarian assistance to people affected by conflict and armed violence. We take action in response to emergencies and, at the same time, promote respect for international humanitarian law. We are an independent and neutral organization, and our mandate stems essentially from the Geneva Conventions of 1949. We work closely with National Red Cross and Red Crescent Societies and with their International Federation in order to ensure a concerted, rational and rapid humanitarian response to the needs of the victims of armed conflict or any other situation of internal violence. We direct and coordinate the international activities conducted in these situations.

Purpose

The Personal & Professional Information Administration Officer is responsible for the HR administrative processing of employee data specific to changes in their personal and professional life events, such as attestation requests, activity rate, marital status, address, and emergency contact information. They act as the first level of support for all employee inquiries, except in deployment process, manages the general mailbox of GSS HRSS, and coordinate to other GSS HRSS teams for proper and timely resolution of requests. 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.

This is a 6-month fixed-term contract. 

General Duties

• Understands and adheres to the seven Fundamental Principles of the International Red Cross and Red Crescent Movement
• Understands and adheres to the ICRC Code of Conduct
• Understands the roles of the components of the International Red Cross and Red Crescent Movement
• Respects and observes staff regulations and security rules at all times
• Represents the ICRC in a professional manner at all times
• Develops and maintains a pleasant and conducive working environment with colleagues and line managers
• Performs all duties with the highest level of confidentiality in the interest of the employees and the ICRC
• May be asked to perform tasks not covered in this job description and to provide support to other departments when necessary

Accountabilities & Responsibilities

Administrative Management

• 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

Information Management and HR Data Quality Control

• 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

Customer Support

• Responds to straightforward questions received from employees by phone or email
• Escalates cases or non-standard request to Rewards, Payroll, or Deployment teams

Additional Duties

• 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

Selection Requirements

• A bachelor’s degree or equivalent is required.
• 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.

Our values

• At the ICRC, we value impact, collaboration, respect, and compassion. We seek candidates who demonstrate behaviors based on these shared values. For more information on the ICRC values, please visit this