PURPOSE

The Personal & Professional Information Administration Officer is responsible for the HR administrative processing of employee data specific to changes in their personal and professional life events, such as attestation requests, activity rate, marital status, address, and emergency contact information. They act as the first level of support for all employee inquiries, except in deployment process, manages the general mailbox of GSS HRSS, and coordinate to other GSS HRSS teams for proper and timely resolution of requests. 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 employee, fellow members of the HR administration team at the GSS HRSS, HR Administration Specialists at headquarters, HR Managers, Talent Managers, and HR Service Providers
• Externally, may interact with external suppliers and service providers

ACCOUNTABILITIES AND RESPONSIBILITIES

Administrative Management

• Prepares and issues accurate attestation of employment for all HQ and mobile field employees
• Processes changes in activity rate and/or work schedule for HQ employees upon the request of HQ HR Manager
• Processes correction of time profile or holiday calendar in HRIS tool (SuccessFactor)
• Records and updates employee’s Swiss work permit in HRIS tool (SuccessFactor)
• Processes changes in personal information of employee such as address, name, marital status, HR dependents, preferred mailing language, etc. in HRIS tool (SuccessFactor)
• Files documents such as mrriage certificate, dvorce papers, civil union, birth certificate, etc. in HRIS tool (PeopleDoc – Employee File Management)
• Updates the mobility entitlements of field employees upon reaching the required seniority in HRIS tool (SuccessFactors)
• Coordinates with HRIS team in updating the employee’s length of service in HRIS tool (SuccessFactors)
• Processes length of service milestones awards (ten, twenty, and thirty years of service)
• Launches the language test via applicable platform upon receipt of request from the Talent Managers, HR Partners, or HR Managers
• Monitors and follow-ups medical certificate from employees
• Updates absence due to illness/accident record of employee in HRIS tool (SuccessFactors)
• Manages the general mailbox of GSS HRSS
• Supports employee in recording bank account information in HRIS tool (SuccessFactors), if necessary
• Transmits documents and/or information to relevant Subject-Matter-Experts or GSS HRSS team (family, social insurance, leave and absence, payroll, pension fund and termination) as necessary

Information Management and HR Data Quality Control 

• Ensures quality of employee HR data by coordinating directly with employee and HRIS on the necessary corrective actions in a timely manner 
• Ensures accurate and timely data entry of personal and professional information updates

Customer Support

• Responds to straightforward questions received from employees by phone or email
• Escalates cases or non-standard requests to Rewards, Payroll, or Deployment teams

SELECTION REQUIREMENTS

• A bachelor’s degree or equivalent is required.
• At least 2-3 work experience preferably in Human Resources is required.
• Experience working in a humanitarian organization is an advantage.
• High proficiency in MS Office Suite, SharePoint is essential. 
• Requires the ability to analyse, interpret and communicate complex information, data sets, and procedural compliance from key stakeholders. 
• High degree of attention to detail is necessary to spot minor errors, misstatements, or anomalies.
• Excellent communication skills in English.

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/28226/.

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

Deadline of application: 19 March 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.