Analyst, HR Solutions and Services

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 and 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.

The Under-Secretary General, Management Policy, Strategy and Corporate Services (USG-MPSCS), reports directly to the Secretary General, and leads the MPSCS Division. This Division consists of the Financial and Administrative Management Department (FAMD); the Human Resources Management Department (HRMD); the Humanitarian Services and Supply Chain Management Department (HSSCMD); and the Global Services Centre (GSC), Budapest (Hungary).HRMD is responsible for acquiring, assigning, developing, and promoting staff to ensure that the right people occupy the right positions at the right time to enable the Federation to achieve its strategic and operational goals. HRMD also provides advice and support on human resources management matters, including policies and procedures, to other departments/divisions at the Secretariat Headquarters in Geneva and to offices in regions and delegations around the world.

Within the Europe Region, a new phase in the armed conflict in Ukraine started with the intensification and spread of the hostilities that are now affecting most parts of the country and causing major concern for the protection of civilians and essential civilian infrastructure. This comes after months of rising political and military tensions and eight years of conflict in and around Eastern Ukraine where an estimated 2.9 million people were already in need of humanitarian assistance and 1.4 million were internally displaced.This rapid evolution of the situation on Ukraine’s borders and ongoing active military action inside Ukraine does not allow the humanitarian community to have much clarity on existing and immediate needs, particularly inside Ukraine. However, the needs are expected to be massive and to affect all regions of Ukraine, neighbouring countries and beyond.

The current Ukraine and Affected countries Operation is supported out of the Regional Office for Europe, based in Budapest, Hungary, until the security analysis is final and a potential operational hub is set up in Ukraine. The surge structure is integrated into the structure of the Europe Regional Office.

This position is based in the HR Solutions, Services and Systems Unit, HRMD, but is located in Budapest, Hungary and primarily supports activities in relation to the Ukraine and Affected countries Operation.

Under the overall supervision of the Officer, HR Solutions and Services, and in close cooperation with the Ukraine and Affected countries Operation`s HR team the Analyst, HR Solutions and Services, is responsible for providing HR administrative and functional support to managers and staff globally, particularly to those within the assigned client groups - Ukraine and Affected countries Operation. The incumbent will also be responsible for responding to first-level HR queries from staff and line managers either remotely or face-to-face.

Provide high-quality first-level HR services spanning the staff life cycle

• Collect required documentation from all new starters, ensuring receipt of all paperwork within the required payroll timelines.
• Support the onboarding and payroll process by completing initial registration of contracts.
• Contribute to the maintenance of an efficient filing system for all personnel files (electronic/paper-based), including relevant correspondence and other HR documentation.
• Upon staff members’ request, draft and deliver individual standard documents (e.g., proof of employment) and support them in preparing non-standard documents.
• As required, prepare and review employment contracts and related letters; ensuring information flows to the Payroll Officer and Pension Fund Administrator in line with required timelines; provide guidance on the use of contractual templates.
• Facilitate the completion of the onboarding and offboarding process.
• Support the Officer, HR Solutions and Services, in ensuring that the Regional HR Teams have a clear understanding of HR processes and deliver expected work within set deadlines.

Provide front-end communication to internal customers

• Act as the contact point for all first-level HR-related queries; offer solutions to clients and escalate complex queries as appropriate.
• Work closely with the other members of the HR Solutions, Services and Systems Unit to communicate HR policies, procedures, standards, and tools using various channels; participate in communicating change initiatives as requested.
• Oversee the ongoing development and maintenance of the filing system and provide support in responding to queries (e.g., internal and external audits), as required.

Contribute to the maintenance and development of HRIS to meet HRMD requirements and staff needs

• Support the line manager to troubleshoot, analyze, detect, identify, and correct technical problems and deficiencies in the different Human Resources Information System (HRIS); alert technical support (Digital Transformation Department) to such deficiencies.
• Provide support, if required with the registration and maintenance of National Staff records.
• Contribute towards the regular reviews of HR data to ensure quality control and identify training needs as appropriate.
• Participate in the optimization of existing tools, as well as the selection and implementation of new systems as required.
• Support the implementation and maintenance of the new HRIS.
• Contribute to the development of training curricula and conduct of formal and informal training sessions regarding HRIS to HR stakeholders and end users, in collaboration with the members of HRMD.
• Contribute to the creation of email accounts and extension of access to relevant systems.
• Conduct onboarding/training sessions for new HRIS users as required.

Contribute to the preparation of HRMD reports 

• Prepare regular and ad-hoc internal reports to support operations as required.
• Participate in the compilation of workforce metrics. 
• Contribute to the mapping of identified metrics against operational plans of the
• HR Solutions, Services and Systems Unit. 
• Contribute to the development and monitoring of HR service-level agreements aimed at managing customer expectations and ensuring adherence to deadlines. 

Contribute to HR-related internal and external communications

• Contribute to the development of guidance documents, templates, and procedures, as required. 
• Ensure a good flow of information within the HR Global Team using appropriate tools/systems. 
• Support the dissemination of key information and tools related to HRIS and policies to the HR Global Team and staff. 
• Ensure all HR-related documents are easily accessible to staff and to the HR Global Team. 
• Contribute to the development of the HR page on FedNet/IFRC website and its maintenance. 

Required:

• First-level university degree in relevant area or an appropriate combination of education and professional experience. 

Preferred:

• Professional HR qualification or equivalent experience. 

Required:

• Minimum 3 years relevant HR experience, particularly in HR administration, benefits, and entitlements. 
• Experience working in a multicultural, international environment. 
• Proven experience in providing counselling on policies and procedures. 

Preferred:

• Understanding of and experience of working with the International Federation/ICRC and/or the RCRC National Societies. 

Required:

• Knowledge of HR policies, procedures and processes and their application in the employment life cycle. 
• Strong analytical skills and proficiency in HRIS. 
• Excellent organizational skills, ability to multitask and prioritize in a fast-paced work environment with time-sensitive deliverables. 
• Excellent customer service skills. 
• Accuracy and attention to details. 
• Excellent oral and written communication skills, including experience in drafting reports and presentations. 
• Proven ability to handle sensitive and confidential information. 
• Strong collaboration and team skills.
• Fluent spoken and written English.

Preferred:

• Good command of another IFRC official language (French, Spanish or Arabic) or Ukrainian and/or Russian

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.

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.