Senior Compensation & Benefits and Payroll Administrator

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 981 million children and the prevention of more than 16 million future deaths. 

THE ROLE
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: Recruitment: 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 Service Centre 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, payroll, compensation and benefits administration, employee onboarding and offboarding, training administration, HR information systems management, and reporting & analytics.
The Senior Comp & Ben and Payroll Administrator will be responsible for the timely and accurate delivery of payroll and maintenance of benefits. The role will interact with Finance colleagues as well as any staff member who may have queries related to their payroll or their benefits. We are looking for a detail and service oriented individual, with solid numeracy, organisational and communication skills, and who is a proven team player.
 

Payroll and benefits administration:    
•    Prepare and process payroll for staff, which includes entering all data related to payroll within the HRIS, checking and ensuring accuracy of payroll data and reports; 
•    Perform payroll and benefits analysis and make recommendations;
•    Prepare and process stipends for interns;
•    Facilitate resolutions to any payroll errors or questions;
•    Administer employee benefits (such as Health and Accident Insurance, Education grant, Long Term Savings Plan (LTSP) withdrawal and home leave), which consists in reviewing documentation, processing claims or forms, reconciling benefits statements, and approving invoices for payment;
•    Respond to staff inquiries related to payroll and benefits on a timely manner;
•    Act as focal point of contact for external payroll and benefit vendors for payroll daily process;
•    Enrol or terminate employees participating in all benefit plans and programmes as well as implement related changes;
•    Maintain applicable staff files in compliance with internal policies;
•    Monitor and track service levels with external suppliers for continuous improvement;
•    Manage the process of LTSP withdrawal and coordinate with the LTSP panel for their review and approval as well as with our LTSP provider to process to the withdrawal accordingly;
•    Monitor the Grandfathering benefits for the related staff members and take any related actions;
•    Manage the Education grant allowance requests process with the support of the HRSC Manager;
•    Ensure the creation and publication of the yearly Salary certificate process and Total rewards statements;
•    Manage the application of the Merit Award policy and its data (calculation and payroll data);
•    Provide data and figures from Payroll and Benefits in ad-hocs related audit requests; 
•    Contribute to improving policies related to payroll and benefits.

Extended Absences:
•    Collect and monitor attendance regularly for long term sick leaves;
•    Manage the refunds from insurances;
•    Liaise with insurances and finance team when needed;
•    Manage the parental leave process, monitor attendance regularly;
•    Provide regular or ad hoc absences reports and analysis.

Employee inquiries management:
•    Liaise with the Senior Assistant, Human Resources related matters;
•    Work closely with the Human Resources Manager and/or HR Business Partners on complex staff inquiries.

Leave & Absences and Global Mobility management:
•    Collect and monitor attendance regularly including short and long term sick leaves;
•    Develop regularly and on request data analysis, reports and dashboards on Leave and Absences;
•    Act as the focal point of contact for the Leave and Absences system;
•    Work with Human Resources Information System (HRIS) analyst to resolve technical or functional issues when needed and make recommendations to improve HRIS Leave and Absences module;
•    Review, approve and manage all travel requests related to home leave and to global mobility.

Back up:
•    Be a backup for Senior HR Assistant.

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 professional experience in Human Resources administration, including:
   o    Solid experience in payroll and benefits administration and with an excellent understanding of HR payroll processes and practices;
•    Experience within an international environment, with a good knowledge of expatriate staff management.
 

•    Excellent numerical skills; 
•    Excellent communication, influencing and relationship building skills;
•    Excellent customer service focus, demonstrated respect of HR policies and in parallel able to show flexibility;
•    Demonstrated discretion and professionalism;
•    Excellent team player but also able to work autonomously;
•    Foster positive relationships when engaging with internal and external stakeholders, ensuring a high level of diplomacy at all times;
•    Ability to work under pressure and prioritise adequately;
•    Ability to analyse complex situations, bring recommendations and take initiatives;
•    Ability to work in a multi-cultural environment;
•    Proven knowledge in Microsoft Office suite, particularly Excel.

•    Written and spoken fluency in English and in French are required.

•    Degree in HR or equivalent; payroll certification would be considered advantageous.
  

•    Gavi Secretariat (Geneva staff, HR team, Finance team,…);
•    Gavi benefits providers;
•    External suppliers and contractors;
•    Swiss mission.

If you wish to apply, please provide a cover letter and resume through our Careers webpage and apply by clicking on “Senior Compensation & Benefits and Payroll Administrator”. Deadline for applications is 23 March 2023. 

Please note that as a vaccine organisation and in order to provide duty of care towards its employees, Gavi is requiring its new employees to confirm that they are fully vaccinated against Covid-19 as a condition for pursuing employment with us. You can find out more by visiting this link.              

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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 be joining an organisation at the centre of the international COVID-19 response, at the most critical time in global health in a lifetime. 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.