PURPOSE

The Contracts & Administration officer provides support and administrative services which has a direct impact on the operational response of the organization.

Within the Deployment Service Group, the Contracts & Admin Officer is responsible in (re)hiring, preparing the contractual documents, and determination of social and health insurances applicable to the employee. To this end, they are responsible in coordinating with all other actors involved in the deployment process.

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. 

RELATIONSHIPS

• Internally, interacts with employees, fellow members of GSS HRSS, HR teams at headquarters and in the field, HR Managers, Talent Managers, and HR Service Providers

• Externally, may interact with external suppliers and service providers

ACCOUNTABILITIES AND RESPONSIBILITIES

Operational Support

• Supports the Team Leader in daily operations through case management and provides expertise in resolving issues that require further assessment against established processes and policies

• Supports the Team Leader in projects by contributing to impact analysis of changes on procedures and current ways of working

• In charge of coordinating the requirements and activities needed in hiring and benefits management with all stakeholders involved (Talent Manager, HR Manager, GenCare, Payroll, Employees)

• Identifies and utilizes appropriate escalation and communication channels while independently collaborating with Subject-Matter Experts 

• Takes charge of the workload distribution

Deployment Management

• Verifies the accuracy and completeness of employee data (personal information, contracts, and assignment details, etc.) before hiring

• Ensures the accuracy and feasibility of the beginning of mission hiring through the precise and timely completion of contract file analysis

• Hires HQ and Field mobile employee based on job requisition, position, and assignment details provided by the Talent Manager and/or HQ HR Manager using HRIS tool (SuccessFactors)

• Amends and/or extends contract and assignment details upon the request of the Talent Manager and/or HQ HR Manager

• Enters Stand-by position upon the request of the Talent Manager and/or HQ HR Manager

• Drafts and sends contract of employment to employee along with copies of Code of Conduct, Collective Staff Agreement among others

• Drafts and sends assignment confirmation for Headquarters and Field assignments, contract amendments, contract extensions as well as Undertakings for Staff Seconded to the ICRC (National Societies)

• Collects required information in order to determine the applicable social insurance, health insurance and other benefits based on employee profile for every new assignment of HQ and Field mobile employees in compliance with applicable policies

• Sends hiring documents and information to employee including templates and forms related to social insurance, health insurance, bank account, emergency contact, etc.

• Enters data in the payroll software (Strategic) and HRIS tool (SuccessFactors) relating to social insurance, health insurance, pension fund, marital status, family members, emergency contact, etc.

• Applies knowledge of the French language in supporting customers and carrying out the role as Contracts & Administration officer

Administrative Management

• Ensures follow-up on receipt of pending documents (employment contract, confirmation of assignment, documents relating to social and health insurances, etc.) 

• Files documents such as contract, confirmation of assignment, extension letter, proof of AVS affiliation, etc.in HRIS tool (PeopleDoc – Employee File Management)

• Transmits documents to the respective Subject-Matter-Experts or GSS HRSS team (social insurance, leave and absence, payroll, pension fund and termination) as necessary

• Contributes to timely monitoring and reporting of BoM Departures and completion of BoM tasks for assigned UCC

Information Management and HR Data Quality Control 

• Ensures quality of global HR data by coordinating with delegations and HRIS on the necessary corrective actions in a timely manner 

• Ensures that all stakeholders are informed of the status of the deployment and coordinate relevant information about contracts, health insurances, and social insurances

Customer Support

• Responds to complex questions received from employees and other HR functions about contractual documents, social insurance, health insurance and other benefits linked to the contract and assignment in consultation with various Subject-Matter-Experts

SELECTION REQUIREMENTS

• Bachelor’s degree in HR / business administration

• At least 2 years’ experience working within an HR Administration/Contracts team with knowledge of administrative aspects related to contractual obligations and contracts

• Excellent verbal and written communication skills in English is required

• Knowledge in Swiss Labor Law and Policies is considered an advantage

• Excellent computer literacy (Excel, Word)

• Great attention to detail and has the ability to excel in a challenging and new environment

• Exceptional customer service orientation: ability to apply, implement and enforce a defined framework, deal with the requests of employees, and other stakeholders while ensuring to maintain an open and engaging communication.

• Experience using and knowledge of HR Information systems, in particular, case management tools and Success Factors (SAP) considered an asset

Your Profile

• Flexible, Exceptional customer service orientation: ability to apply, implement and enforce a defined framework, deal with the requests of employees, and other stakeholders while ensuring to maintain an open and engaging 

• communication.

• Ability to perform tasks taking into account the priorities and deadlines.

• Ability to escalate relevant information to the team coordinators, team lead or subject matter experts.

• Ability to interpret, to link and analyse information to understand situations and problems.

• Ability to present information and concepts clearly and concisely, both orally and in writing

• Ability to analyse data and make proposals for the process improvement.

WHAT WE OFFER

• Diverse and humanitarian-minded workforce

• An opportunity to contribute to institutional efforts to protect and assist conflict victims worldwide

• Training opportunities

• Flexible work schedule

HOW TO APPLY

Qualified applicants are requested to submit their comprehensive and updated resume along with their motivation letter to https://careers.icrc.org/job-invite/28810/.

Only applications received through the career page link will be pre-screened/processed.

Deadline of application: 7 May 2025

Target Start Date: Immediately

Office Address: 32/F BDO Life Megaplaza, 358 Sen. Gil Puyat Ave., Makati City, Philippines

www.icrc.org 

www.facebook.com/icrc 

www.twitter.com/icrc 

www.linkedin.com/company/icrc

Only short-listed candidates will be notified.

This vacancy is open for Philippine residents only.

Please refer to job description.