People and Culture Officer

14299-13N22097
Federation of BiH
Sarajevo
25-Aug-19
2+ Years

POSITION: PEOPLE AND CULTURE OFFICER

DEALINE FOR APPLICATIONS: 25 August 2019

PURPOSE OF POSITION

Assist Regional People and Culture Leader in coordination of department services and functions relating to personnel data administration and maintenance, P&C administration, including information and document flow for local country office staff, assistance with recruitment, orientation and training. Contribute to P&C function high quality. Act as a super user to Our People system and manage the recruitment module per local recruitment process. Act as a contact point person and coordinate legal matters affecting the organization to ensure compliance to various statutory requirement.

MAJOR RESPONSIBILITIES

P&C Administration and Support

  • Administer and manage payroll.

  • Maintain and keep staffing lists for all categories of workforce (employees, service contracts, casual workers, volunteers, interns, etc.) and any staff related necessary information for rapid access and use;

  • Maintain personnel files accurate, updated and confidential at all times.

  • Set up and maintain filling system.

  • Prepare and process all kinds of P&C related paperwork for all categories of workforce as required, with accuracy and confidentiality and in accordance with the policies and local laws;

  • Keep P&C related templates updated and available for staff;

  • Maintain and process local employee enrollment and cancellations from EPF and Medical Insurance plans;

  • Provide necessary advise and support to staff on leave utilization for different types of leaves and time sheets;

  • Act as liaison between employee and insurance provider in resolving benefits related program issues and ensure effective utilization of the plan;

  • Process billings from insurance and EPF providers. Review billings for accuracy, and resolve discrepancies with the company in coordination with Finance Department.

  • Respond to routine employee enquiries, both oral and written to ensure the accurate and timely provision of information;

  • Liaise with Admin staff regarding international visa, work permit, residency permit and follow up with international staff on needed documents;

  • Support the line manager in providing with the P&C data for necessary P&C reporting upon request and as needed;

  • Be familiar with audit requirements for P&C and act in a way that audit risks are at minimum.

  • Support Management is OV action plan preparation and execution.

Recruitment, Onboarding, Training and Exit Processes

  • Provide necessary support in staff recruitment, selection and contracting as needed and participate in panel interviews upon the Line Manager request;

  • Provide assistance in arranging and conducting orientation and induction sessions for new staff;

  • Provide assistance in arranging and conducting different kinds of P&C learning events, trainings, workshops, and/or team building activities;

  • Responsible for requirement on P&C related service contract positions.

  • Responsible to coordinate employee’s exit process making sure all departments covered items in separation check list. Ensure final pay is prepared only when separation check list is filled in by all departments.

Our People System

  • Act as Super User for the local country office;

  • Maintain and update Our People on a regular bases and provide reports and statistics when required;

  • Support in training the managers and staff in utilization of Our People self and manager service and recruitment modules and ensure all new hires receive adequate orientation on ESS/MSS;

  • Manage the OP Recruitment Module and ensure 100% utilization of Recruitment for all local recruitments;

Legal Matters

  • Coordinate with external law firm to ensure compliance of WV BiH activities with local laws.

  • In case of any legal procedure with the court, together with CD and external law firm determine course of action in best interest of WV BiH.

  • In cooperation with CPD, liaison with GC legal to assure compliance with WVI policies on legal proceedings.

  • Ensure that all the organization’s statutory documents are safely kept and statutory updates and changes are timely filed.

Other

  • Be familiar with WV security plan.

  • Be familiar with WV policies and standards related to P&C for crises management and act according to those in case of crises including direct and indirect staff care plan preparation , communication and implementation.

  • Represent WV in an appropriate and professional manner.

  • Contribute to a healthy team spirit and team work.

  • Adhere to WV Child Protection policy and standards and stay committed to WV vision statement and core values;

  • Perform other relevant tasks assigned by the direct supervisor;

MINIMUM EDUCATION, TRAINING AND EXPERIENCE REQUIREMENTS TO QUALIFY FOR THE POSITION:

  1. University degree or equivalent in Business Administration, Social Sciences, Psychology or a related field

  2. Excellent detail-orientation skills;

  3. Good communications skills;

  4. Thorough working knowledge of office systems. Computer aptitude and experience with word processing, database management, and spreadsheet software;

  5. Ability to maintain positive relationships with colleagues,

  6. Ability to maintain confidentiality

  7. Ability to prioritize and complete a complex variety of tasks in an organized manner

  8. Ability to communicate with all levels of staff, orally and in writing

  9. Emotional maturity and ability to deal with matters of strict confidentiality;

  10. Excellent organizational and planning skills;

  11. Fluent in English, spoken and written;

  12. Native in local language;

  13. Excellent knowledge of local labor law, legal requirements and related legislations;

ADDITIONAL WORK EXPERIENCE REQUIRED AS A MINIMUM QUALIFICATIONS FOR THIS POSITION:

  1. Minimum 2 years of experience in Human Resources and or Administration with medium business/medium NGO/government agency;

  2. Demonstrated experience and knowledge of HR practices, including recruitment, HR functions and systems administration; HR software administration and maintenance;

PREFERRED SKILLS, KNOWLEDGE AND EXPERIENCE:

  1. Quick learner, agile, flexible and adaptable;

  2. Ability to demonstrate sound judgment and work with little supervision under the virtual working relationships;

  3. Ability to contribute to the healthy team spirit within the virtual teams;

  4. Highly analytical with proven problem solving skills.

LIST ADDITIONAL WORK EXPERIENCE PREFERREDFOR THIS POSITION:

  1. Experience of work in an INGO setting and past exposure with the international working culture and practices is a huge advantage;

  2. Strong influencing skills.

WORK ENVIRONMENT

  • The position requires ability and willingness to travel domestically as needed.