JOB PURPOSE
The "PAC Shared Services" (HRSS) was transferred to the Manila Shared Services Center (MSSC) in 2016. Its mission is to accompany ICRC employees whose contract is subject to Swiss law (4,000 people) in their HR administrative requirements to ensure a smooth professional journey in the organization. It is comprised of different services such as HR Administration & Contracts, Global Mobility and other HR Specialists. The HRSS also extends its services to the entire workforce of the ICRC through iDevelop request processing, and to HR services providers via its Business Proximity Support (BPS). As of 2022, a new set of services was offered to ICRC employees under resident contracts (13,000 people) to administer and International Retirement and Savings Plan (IRSP).
Under the IRSP Team Leader’s supervision, the deputy IRSP Team Leader is responsible for carrying out the tasks necessary for the administration of the IRSP, as described in this job description.
More precisely, the deputy of the IRSP TL manages all activities of the run team and of the team in charges of complaints and critical cases. He/she coordinates and oversees the processing of administrative transactions (enrolment, changes, payment of benefits, etc.), liaising with ICRC delegations and the accounting team in Manila as needed. He/she plans and organizes the team’s work and optimizes processes in line with best practices and keeps documentation up to date. He produces quality reports and evaluates activities against key performance indicators, including customer satisfaction.
MAIN RESPONSIBILITIES
- Plans and organizes the team’s work.
- Processes transactions and carries out administrative work in accordance with procedure.
- Proposes and implements best practice for the Manila Shared Services Centre.
- Optimizes processes and keeps documentation up to date.
PROCESS MANAGEMENT
- Contributes & proposes the required updates in the processes including ensuring that the IRSP processes are up-to-date and applied coherently across the team.
- Liaise with the GVA and MSSC teams for any issues and propose changes to better service internal customers.
- Seek and implement continuous improvement opportunities to ensure the IRSP Team optimizes its service delivery.
- Act as an IRSP team focal point for liaising with FIN_OPS including on payment processing matters ensuring required clarifications are sought and processes are up to date and implemented
- Contributes and review the required reports submitted by the IRSP team especially for the team under direct supervision.
- Oversees and validates the processing of administrative transactions (enrolment, changes, payment of benefits, etc.).
- Organize and represent the team in the meetings with respective delegations to seek required information and support where needed and also to address overdue pending concerns.
QUALITY MANAGEMENT
- Establish Service Level Agreements (SLA) for the IRSP Team which enable individual contributors to be evaluated against set Key Performance Indicators (KPI).
- Ensure that requests are processed in a timely manner and accurately
- Ensure the IRSP Team maintains excellent working relationships with other Shared Services teams, including the HRIS team and all HR Expert service providers.
- Seek feedback from all internal clients and through HR teams from the wider organization, to ensure that the IRSP team deliver to required need.
PEOPLE MANAGEMENT RESPONSIBILITIES
- Understands and supervises the Performance Management & Development (PMD) activities for employees under their supervision
- Makes sure that deadlines for the PMD cycle are met
- Engages in ongoing and continuous feedback and support, particularly for employees under their supervision, but also other staff members
- Organizes regular meetings within their team to ensure optimal coordination of the work and proper flow of information
- Ensures that job descriptions for employees under their supervision are up to date; seeks feedback and support from the HR Department if needed
- Plans and coordinates the annual leave of the employees under their supervision ensuring continuity of the operations throughout the year and making sure that there are no outstanding holiday balances at the end of the year
- Coordinates and supports the employees under their supervision in their personal development by coaching and advising them on internal and external training and development possibilities
- Replaces the IRSP Team Leader during absences or as needed.
Selection Requirements:
- University degree, professional diploma or equivalent experience
- 3-5 years' professional experience in HR Shared Services, with ideally 1-3 years’ supervisory experience
- Proven experience in HR administration, ideally in the administration of benefits and retirement plans
- Knowledge of and experience in HR shared services, including workflows, processes and key performance indicators
- Certification in HR an asset
- General knowledge in accounting an asset
- Good command of English, French language skills an asset
- Computer proficiency, including Microsoft Excel and working knowledge of HR information systems
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 (optional)
How to apply
To be considered in this position, you may submit the following requirements in one PDF file to: gva_msschr_recruitment_box@icrc.org following this format for the subject line: SURNAME First Name – IRSP Team Lead
- comprehensive and updated resume
- motivation letter
Deadline of application: 16 April 2023
Start date: Immediately
Duration of Contract: 12 Months
Office Address: 32/F Petron Mega Plaza, 358 Sen. Gil Puyat Ave., Makati City, Philippines
*Only short-listed candidates will be notified.