Organizational Context

 

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 191-member National Societies (NSs). The overall aim of IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by NSs 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 four main Divisions: (i) National Society Development and Coordination; (ii) Humanitarian Diplomacy and Digitalization; (iii) Management and Accountability; and (iv) People and Strategy.

IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas. IFRC also has country cluster delegations and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.
IFRC has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the Red Cross and Red Crescent Movement, including sexual exploitation and abuse, sexual harassment and other forms of harassment, abuse of authority, discrimination, and lack of integrity (including but not limited to financial misconduct). IFRC also adheres to strict child safeguarding principles.

The People and Strategy Division consists of the Executive Office; the Human Resources Management Department (HRMD); the Ethical Practices Department; the Strategic Planning Department; and Security.

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.

This position is based in the HR Solutions, Services and Systems Unit, HRMD.

 

Job Purpose

 

Under the supervision of the Manager, HR Solutions, Services and Systems Unit, the Senior Officer, Payroll and Benefits Administration, is primarily responsible for: (i) managing all aspect of the payroll and benefits implementation process in an efficient, timely and confidential manner; (ii) providing direct supervision to staff involved in payroll and benefits administration staff as well as for managing, supervising, and implementing the monthly payroll process for all IFRC Geneva-contracted staff in an accurate and timely manner and under strict deadlines and advising regional and country offices on related payroll and benefit matters, as needed; (iii) acting as the lead expert in providing guidance on all matters relating to Swiss taxation; (iv) supporting the HR response to internal and external auditors; and (v) developing a new salary management platform and related services, through the provision of professional advice and guidance to the implementation new systems and ways of working.

 

Job Duties and Responsibilities

 

Management of all aspects of payroll and benefits administration
• Manage the process of collecting the necessary payroll and benefits documentation while respecting the applicable deadlines.
• Manage the validation and verification of staff eligibility for benefits in compliance with IFRC Staff Regulations and related instruments.
• Manage payroll-related aspects of all applicable insurances (sickness, accident, life, unemployment, loss of salary).
• Supervise and perform complex calculations of adjustments, tax reimbursements, indemnities, etc.
• Arrange for bank transfers and deliver salary statements to finalize the payroll cycle.
• Coordinate the accurate recording of the contractual and personal data of new staff on HRIS and personnel files as well as update HRIS databases as needed.
• Create annual salary statements for reporting to AVS and for tax purposes as required by the law.
• Perform in-depth analyses of payroll issues as required by specific situations.
• Perform regular quality and control checks to ensure no errors are made.
• Develop and implement procedures for the management of the monthly payroll to increase awareness of stakeholders with regards to payroll deadlines and improve compliance with them.
• Post monthly payroll to financial system once the salaries are paid to ensure the budget codes are updated as per financial requirements.
• Provide expertise and advice to HR colleagues globally on the application of the IFRC Staff Regulations in relation to payroll and benefits matters, checking with management when the situation is unique or ambiguous and escalating complex matters to ensure the provision of appropriate advice. Ensure clear communication to HRMD management of any special cases or urgent decisions. Ensure that the portfolio holders are aware of the most common queries and responses to it.
• Develop and maintain the relationship with external stakeholders (i.e., tax and social security administration offices), and advise staff accordingly.
• Serve as the focal point on, and coordinate with Finance officers and managers, on all payroll matters.
• Liaise regularly with Occupational Health, Insurance Services and Pension Fund colleagues on matters pertaining to benefits and advise colleagues when sensitive information concerning benefits needs to be communicate to a staff member.
• Oversee the work of the payroll analyst(s) and/or senior assistant(s).

Report on payroll-related activities
• Produce regular and ad hoc reports.
• Run Payroll queries as requested.
• Verify system data periodically to ensure accuracy and consistency.

Contribution to the improvement of HR processes, systems, and the delivery of HR projects
• Continuously review payroll processes and work with the Manager, HR Solutions, Services and Systems, to develop and implement new or improved processes and reports aimed at optimising the payroll/HRIS system.
• Work closely with IFRC system support and external service providers on payroll/HRIS issues and make recommendations for system improvement and to shift payroll and benefits practices and processes from paper based to electronic transactions.
• Support the Manager, HR Solutions, Services and Systems, to respond to all audit reports, and be accountable for implementing outcomes as required.

 

Job Duties and Responsibilities (continued)

 

Contribution to the successful implementation and optimization of ERP and other IT projects
• Provide professional support and advice on payroll aspects for the design and implementation of the new ERP system and other IT interfaces.
• Advise the Manager, HR Solutions, Services and Systems, on a long-term strategy for the provision of effective payroll services and maximum utilization of IT functions and ERP solutions.
• Contribute to implementation of the IFRC integrated ERP system and other IT systems.
Internal

Contribute to the overall work of the HR Solutions, Services and Systems Unit
• Support the development, implementation, and communication of policies, procedures, and processes.
• Report and escalate operational and systems-related issues.

Contribute to the building of an effective, high-quality, fit-for-purpose HRMD
• Always demonstrate the highest level of confidentiality, integrity, and professionalism.
• Ensure excellent collaboration with HR colleagues and contribute to their individual and collective learning and professional development as suitable.
• Participate actively in broader projects and initiatives and contribute to wider process improvement as well as in the development of a customer service-oriented culture that values proactivity, continuous improvement, innovation, and high performance.
• Liaise with other HRMD staff and identify opportunities for improving and optimizing Human Resources processes and workflows.
• Provide back-up support in the absence of other team members.

Duties applicable to all staff
1. Work actively towards the achievement of IFRC’s goals.
2. Abide by and work in accordance with the Red Cross and Red Crescent principles.
3. Perform any other work-related duties and responsibilities that may be assigned by the line manager

 

Education

 

Required

• 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 payroll and/or HR qualification or equivalent experience

Preferred:

• Qualification or Certification in Project Management.

 

Experience

 

Required:

• At least 5 years of relevant payroll and benefits management experience and at least 3 years of relevant HR experience
• Experience working in a multi-cultural, cross-functional international environment

Preferred:

• Work experience with IFRC or another component of the Red Cross/Red Crescent
  Movement.

 

Knowledge, Skills and Languages

 

KNOWLEDGE AND SKILLS

Required:

• Proficiency in HR Information Systems – particularly MS products and SAP.
• Proficiency of handling payroll management software.
• High integrity as well as maturity and discretion in handling confidential matters.
• Excellent customer service skills.
• Excellent organisational and administration skills.
• Ability to work effectively under pressure and changing priorities, with time-sensitive deliverables.
• Sensitivity to cultural diversity and the ability to work effectively in cross-cultural
  settings

Preferred:

• In-depth knowledge of Swiss Social Security and tax regulations.

LANGUAGES

Required:

• Fluent spoken and written English.

Preferred:

• Fluent spoken and written French.

 

Competencies, Values and Comments

 

Values: Respect for diversity; Integrity; Professionalism; Accountability.

Core competencies: Communication; Collaboration and teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust.