Officer, Administration (Payroll)
- Organization: IFRC - International Federation of Red Cross and Red Crescent Societies
- Location: Budapest
- Grade: Junior level - C2, International Professional - Internationally recruited position
- Operations and Administrations
- Human Resources
- Closing Date: Closed
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 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.
Reporting to the Senior Officer, Payroll and Benefits Administration, but under the overall supervision of the Manager, HR Solutions, Services and Systems, the Officer, Payroll and Benefits Administration is primarily responsible for: (i) Managing all aspects of the payroll and benefits implementation process – for employees within Ukraine and Affected countries Operation; and (ii) playing a key role in developing cutting-edge standards in payroll services by providing professional advice and guidance to support the implementation of new systems and modalities of working.
Job Duties and Responsibilities
Contribute to all aspects of Payroll Administration
- Collect all necessary documentation within set deadlines.
- Verify eligibility to benefits, in accordance with IFRC rules, guidelines, procedures, and practices.
- Process payroll-related aspects of all applicable insurances (including sickness, accident, life, unemployment, and loss of salary).
- Perform calculations of adjustments, as well as indemnities, as required.
- Contribute to the finalization of the payroll cycle by initiating bank transfers and issuing salary statements.
- Contribute to the maintenance of Human Resources Information Systems (HRIS) by collecting and recording information related to new hires, contractual matters, payroll, entitlements as well as benefits.
- Perform an in-depth analysis of payroll, considering specific situations.
- Perform quality control on a regular basis to ensure no errors are made.
- Support the development and implementation of procedures related to the management of the monthly payroll cycle to increase awareness of payroll deadlines and improve compliance with such deadlines.
- Assist with the posting of the monthly payroll to the CODA/financial system once salaries are paid to ensure the budget codes are updated as per financial requirements.
- Provide support and advice to HR colleagues and employees on the application of IFRC rules, guidelines, procedures, and practices, as pertains to benefits and entitlements.
- Liaise with the Financial and Administrative Management Department on matters related to payroll, as required.
- Support the enrolment and termination of employees.
- Coordinate separation processes and respond to queries pertaining to payroll.
- Support the annual salary review process.
- Manage the leave administration process, including Parental Leave, Sick Leave and Home Leave. Advise employees of options as well as impacts to corresponding benefits.
Report on payroll-related activities
- Produce regular and ad hoc reports.
- Run Payroll queries as requested.
Participate in HRMD projects and contribute to the improvement of HR Processes and Systems
- Develop and implement new or improved processes, aimed at optimising the payroll/HRIS system.
- Work closely with Digital Transformation Department technical support on D365 HR and payroll system-related issues and make recommendations for system improvements.
- Support the Senior Officer, Payroll and Benefits Management; and the Manager, HR Solutions, Services and Systems, in implementing outcomes, as required.
- Verify system data periodically to ensure accuracy and consistency.
Contribute to the overall work of the HR Solutions, Services and Systems Unit
- Support the development, implementation, and communication of policies, procedures, and processes.
- Provide advice to HR colleagues with regards to the interpretation and application of the Staff Regulations in relation to payroll and benefits, ensuring the portfolio holders are aware of the most common queries.
- Report and escalate operational and systems-related issues.
Job Duties and Responsibilities (continued)
Duties applicable to all staff
- Work actively towards the achievement of the Federation Secretariat’s goals.
- Abide by and work in accordance with the Red Cross and Red Crescent principles.
- Perform any other work-related duties and responsibilities that may be assigned by the line manager.
- A first-level university degree in HR management or another related field. A combination of education and relevant experience may be accepted in lieu of a first-level university degree
- Professional HR or payroll qualification or equivalent experience.
- At least 3 years of relevant payroll experience.
- Experience working in a multicultural, international environment.
- At least 3 years of relevant HR experience.
- Knowledge of Swiss Social Security.
- Understanding of and experience of working with the International Federation/ICRC and/or the RCRC National Societies.
Knowledge, Skills and Languages
- Proficiency in Human Resources Information Systems (HRIS).
- Excellent customer service skills.
- Maturity and discretion in handling confidential matters.
- Excellent organisational and administration skills.
- In-depth knowledge of pay and benefits administration.
- Excellent computer skills - MS Office, SharePoint.
- Ability to work effectively under pressure and changing priorities, with time-sensitive deliverables.
- Fluent spoken and written English.
- Proficiency in Microsoft D365 or other ERP system.
- In-depth knowledge of Swiss Security and taxation regulations.
- Good command of another IFRC official language, preferably French.
Competencies, Values and Comments
Values:Respect for diversity; Integrity; Professionalism; Accountability.
Comments: This is a national staff position open to nationals and others who are legally eligible to work in countries where IFRC has legal presence. Candidates applying to this position will be subject to the national labor law and are required to have permission to work in their country of residence.
GMT+1 time zone is preferred.
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