HR & Administration Officer

- Position Title: HR and Administration Officer – 80% - Location: CI Secretariat Geneva - Supervisor: Head of HR and Administration BACKGROUND CARE’s vision is to seek a world of hope, inclusion, and social justice; where poverty has been overcome, and people live in dignity and security. CARE puts gender equality, diversity, and inclusion at the center of all we do because we know that we cannot overcome poverty and social injustice until all people have equal rights and opportunities. CARE’s Vision2030 places gender equality at the heart of our ambitions, and it radiates through all our work at the level of individuals, teams, the organisation, our programs, and our partnerships. CARE International (CI) is among the world’s largest international non-governmental humanitarian relief and development Confederations. Drawing on its 75 years of experience, through its 20 Members, and Affiliate, as both a practitioner and thought leader, CI’s work reaches over 100 countries worldwide to save lives, defeat poverty and achieve social justice. At the core of the Confederation is a small, globally distributed Secretariat, which provides coordination and support to its Members in many areas as governance, policy and accountability, advocacy and communications, coordination and engagement with the EU, and external representation globally at the United Nations and European Union. CARE International is committed to gender equality and inclusion, gender justice, human rights and women’s and girls’ empowerment. This commitment is manifested at the individual and team level as well as in our programming, communications, fundraising and advocacy. MAIN AREAS OF RESPONSIBILITY - but not limited to: Support the Human Resources Administration at the CI Secretariat – approximately 20% - Lifecycle support - support employee administrative related tasks such as contract preparation, contract amendment, work permit request, work certificates throughout the employee’s lifecycle, from on-boarding to exit. This includes support in preparing employee/internship contracts and getting the required documentation on file, liaising with the Finance team, liaising with external providers related to payroll/taxes/insurances/travel and overall administration. - Respond to employee’s questions on HR related matters. - Filing and archiving of employees’ documents. - Manage and monitor the HRIS system (HiBob). Support HR processes and policies – approximately 40% - HR Processes & Policies - support in strengthening the effectiveness of current HR processes and procedures such as Recruitment, Performance and Induction and support the Head of HR & Administration with regular review and related HR internal communications and implementation. - Recruitment support - support recruitment processes for staff and interns with hiring managers: prepare and post job advertisements, pre-screening applications, arranging interviews, participating in selection processes where applicable, liaising with candidates and administering pre-employment tests as required, conduct reference checks including administering the Misconduct Disclosure Scheme to ensure alignment with CI Secretariat commitments towards the framework, support selection and validation processes to final hiring stage, including liaison with Universities/recruitment agencies, and ensure all necessary hiring documentation, employment agreements, and essential policies are signed at point of hire. - HR Accountability & Reporting - HR reporting monitoring, build and update specific HR data sets, reports and checklists. This includes support in accountability mechanisms such as support to Finance, PIIRS, PSHEA/CP and overall Safeguarding among others. Work closely with the Safeguarding Coordinator to ensure that staff all sign the appropriate policies. - Ensure all Secretariat employees have undertaken essential trainings, including safeguarding, gender, anti-fraud and corruption, GDPR, safety and security, and code of conduct. - Consultant agreements – support the hiring of individual consultants: checking references, ensuring all appropriate paperwork is completed by hiring manager with relevant signatures. - Payroll – ensuring that payroll has the appropriate information/instructions each month to process employee salaries through a variety of external payroll providers. Administration and HR support to the Brussels office – approximately 10% - Administration and HR support (Brussels office) – HR administration overall support, including assisting on payroll and liaising with payroll provider as needed on questions. Ensuring that all policies are up to date and communicated to staff. Any other tasks assigned by the Head of HR & Administration – approximately 10% KEY CONTACTS Internal: Head of HR & Administration, All Secretariat staff External: Belgian, Swiss and UK administrations as Pension funds, Social Security bodies, Fiscal Administrations, Payroll and Insurance providers, Schools and Universities. WORKING CONDITIONS The position is based in Geneva and is at 80% activity rate. A small amount of travel may be required. The small size of the Secretariat team requires an amount of flexibility. Education and Work Experience The post holder will have a HR certificate or equivalent and/or 3-5 years relevant experience working in Switzerland and in an established international HR environment with a variety of legal entities and contract set-ups. - Fluent in English and French - Strong team player who can also work independently - Hard working, conscientious and flexible - Ability to work on several projects/duties simultaneously - Ability to handle confidential information - Excellent interpersonal, presentation and communication skills - Effective problem-solving and organisational skills - Ability to plan and deliver effective results - Able to self-manage, meet tight deadlines and targets - Proactive and able to see the big picture - Committed to CARE’s vision, mission and standards - Diversity: A global citizen that seeks inspiration through working with diverse individuals and teams - Inclusion: Committed to a just world where all people live in dignity and security and equality is a reality. You should be a creative and strategic thinker with experience in leading projects and have the confidence to influence externally and internally. CARE International is committed to preventing all unwanted behaviour and all forms of misconduct at work, including fraud and corruption and sexual harassment, exploitation and abuse, and child abuse. Everyone who works for CARE is expected to share this commitment and work within CARE International’s Safeguarding Policy and sign our Safeguarding Code and Conduct. CARE International is committed to a safe recruitment process to help attract and appoint the right staff for the role and responsibilities set out in the vacancy notice. All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. We will seek at least two references, one of which must be your most recent employer. In addition, we participate in the Misconduct Disclosure Scheme and will request information from job applicants’ previous employers, about any findings of sexual exploitation, sexual abuse, child abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By applying, you confirm your understanding and agreement with these checks. HOW TO APPLY Interested and qualified candidates should submit their CVs and a brief covering letter of interest in English to cirecruitment@careinternational.org by February 28 th , 2025. Only short-listed candidates will be contacted. Only candidates with the relevant work authorization will be considered. CARE puts gender equality and social justice at the front of our work. We seek to ensure that who we are as an organisation reflects our vision of a world where ALL people can live in dignity and security. Our diversity is our strength. We encourage people from all backgrounds, nationalities, abilities, beliefs, genders, and experiences to apply. #J-18808-Ljbffr