HR Staff Assistance Officer

Job posted by: Medair - Switzerland - Wed, 21 Sep 2016

Job Details:

Organisation: Medair - Switzerland

Deadline Mon, 21 Nov 2016

Job type: Contract

Location: Switzerland

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Responsible for managing all of the processes related to Medair’s staff insurance package and support the payroll process for international staff. Particular focus on providing services to our field staff, including HQ staff travelling to the field, and organisational support in the administration of Medair Staff Assistance Foundation (MSAF). All HR activities are conducted in line with Medair policies and procedures and in accordance with local employment legislation and practice.

Project Overview

Medair Headquarters (HQ) provides operational guidance for country programmes and activities, along with both technical and compassionate support for our relief workers. Within our headquarters, we are also responsible for promoting the work of Medair to the world, to raise and manage the funds needed to run our life-saving and sustaining programmes. Our headquarters teams are also responsible for recruiting international and HQ staff, and like our field teams, we are committed to serve the world’s most vulnerable with practical and compassionate care.

Medair

Medair is a humanitarian organisation inspired and motivated by Christian faith to relieve human suffering in some of the world’s most remote and devastated places. We bring relief and recovery to people in crisis, regardless of race, creed or nationality. As signatories of the Red Cross Code of Conduct, we believe that aid should be given to everyone who is in need, regardless of political, social or religious viewpoint. We save lives in emergencies and then stay to help people recover from crisis with dignity—working side by side with communities to leave a lasting impact. We provide a range of emergency relief and recovery services: health care and nutrition; safe water, sanitation, and hygiene; shelter and infrastructure. Internationally recruited field and headquarters staff lead the organisation, supported by nationally recruited staff to implement programmes locally.

Workplace         

Based in Medair Headquarters, Ecublens, near Lausanne, Switzerland.

Starting Date

As soon as possible

Initial Contract Details

Full time (negotiable), open-ended contract

Key Activity Areas

MSAF Administration

  • Ensure that all internationally recruited staff (IRS) are identified for cover prior to field departure.
  • Manage the claims process for staff members; coordinate case management and exceptions.
  • Liaise with the broker and insurers concerning the package and renewal.

Hospitalization and Medical evacuation

  • Assist HR and Field teams with the pre-approval process for hospitalisation and medical evacuation.
  • Follow up with insurers, staff member and HR Officers on the impact and resolution of these incidents.

Financial management

  • Ensure Medair country programmes are invoiced for staff premiums and Medair HQ for field trips.
  • Create and maintain vendors in Navigator (IRS and HQ staff, medical providers, insurance companies).
  • Review and enter medical claims into Navigator and prepare supporting files.
  • Prepare claims to Allianz for re-imbursement and payment of premiums to insurance companies.
  • Reimburse Medair each quarter end for medical expenses incurred.

Reporting

  • Report quarterly to the Board of the Foundation on the financial situation and to internal stakeholders on the status of claims and re-imbursements.
  • Monitor monthly financial reports on claims payments.
  • Prepare and distribute documents to the Foundation board members prior to the annual meeting.
  • Prepare documents annually for the Cantonal authorities in charge of the Foundation.

Communication

  • Ensure appropriate internal communication is carried out to all parties involved in the accounting and management of payments, policy matters, procedures for re-imbursement of claims and settlements.
  • Ensure new employees receive appropriate training on processes and procedures.
  • Management of the MSAF email account and focal point for questions from employees.

Administration

  • Support the payroll specialist for IRS in payroll administration.
  • Ensure the preparation, payment and record-keeping of staff salaries is done in a timely manner.
  • Maintain other work-related records and documentation according to programme procedures.
  • Act as secretary at Foundation board meetings, keeping minutes and following up on action points.

Quality Management

  • Promote and use the Medair e-library and other operating procedures, ensuring that all standardised formats are used and guidelines are followed.

HR Systems Development & Administration

  • Lead and manage assigned MSAF projects, track progress and deliver outputs on schedule. Optimise key administrative processes, policies, procedures and information systems in collaboration with the HR Manager.

International Headquarters - Team Spiritual Life

  • Reflect the vision and values of Medair with team members, international team members, and external contacts.
  • Fully contribute to the rich spiritual life of your team, including team devotions, prayers, and words of encouragement.
  • Work and pray together in our Christian faith-based team settings.
  • Instigate and contribute to prayer times within internationally recruited staff and HQ teams.
  • Encouraged to join and contribute to Medair’s international programmes and HQ prayer network.

Qualifications

  • Relevant professional certificate or University degree.

Languages

  • Excellent working knowledge of English & French (spoken and written).

Experience / Competencies

  • 2-5 years of relevant professional experience in administration / human resources position.
  • Previous experience working in a cross-cultural setting, preferable in the HR or Finance sector.
  • Capacity to work under pressure and manage personal stress levels.
  • Autonomous, with strong organisational and prioritisation skills.
  • Good inter-personal and negotiation skills.
  • Problem solving ability; tactful communicator.
  • Commitment to best practice and accountability.
  • Initiative taker, reliable, flexible, self-learner.
  • Discreet and able to maintain confidentiality.

Profiles sought for International Headquarters Staff

Relief experience

  • Experienced Relief Workers and those without field experience.

Professional

  • Experienced professionals in a relevant Medair sector of expertise.
  • Overseas intercultural work experience desirable.

Values

  • Fully committed to the Medair values; to reflect the vision and values of Medair with team members, international team members, and external contacts.

Language

  • Strong working knowledge of English, spoken and written.
  • Working knowledge of French (spoken and written) for French-speaking roles.
  • Working knowledge of German (spoken and written) for German-speaking role.

Personal qualities

  • Able to live and work in a multicultural team.
  • Strong character traits, including emotional stability, adaptability, ability to handle stress, cultural and gender sensitivity, and honesty.

Availability

  • Swiss or eligible EU citizens, or those with a valid work permit for Switzerland.
  • For more senior / technical roles, some other nationalities may be eligible to apply.

Benefits Package provided to International Headquarters Staff

  • Salary commensurate with the pay-grade of the position.
  • Annual leave; Accident insurance and pension.
  • Death and disability insurance; Health insurance for loss of earnings.
  • A motivating work environment.
  • The opportunity to work in a Christian organisation where your contributions make a difference for the world’s most vulnerable.

Working Conditions

  • Swiss or eligible EU citizens, or those with a valid work permit for Switzerland, can apply.

Application Process

Before you apply, please ensure you are fully aware of the:

a)      Medair organisational values.

b)      Medair Relief & Recovery Orientation Course (ROC) (which forms part of the recruitment selection process for field positions).

 

Then to apply, go to the "Current Vacancies" page then:

c)       apply for this vacancy (or another position that matches your profile), or

d)      apply for a Medair ROC (where we can try and match your competencies to our vacancy needs).

 

Please do not make multiple applications. We will not review email applications. Only English-language applications / CVs will be reviewed. Medair does not set closing / deadline dates for applications; recruitment is on-going until the position is filled.

 



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