Human Resources and Administrative Assistance M/W/X

CARE’s vision is to seek a world of hope, inclusion, and social justice; where poverty has been overcome, and people live in dignity and security. CARE [1] puts gender equality, diversity, and inclusion at the center of all we do because we know that we cannot overcome poverty and social injustice until all people have equal rights and opportunities .CARE’s Vision2030 places gender equality at the heart of our ambitions, and it radiates through all our work at the level of individuals, teams, the organisation, our programs, and our partnerships.

CARE International (CI) is among the world’s largest international non-governmental humanitarian relief and development Confederations. Drawing on its 75 years of experience, through its 21 Members, Candidates, and Affiliate, as both a practitioner and thought leader, CI’s work reaches over 100 countries worldwide to save lives, defeat poverty and achieve social justice.

At the core of the Confederation is a small, globally distributed Secretariat, which provides coordination and support to its members in many areas as governance, strategic planning, communications, membership development and accountability, advocacy, humanitarian response, and program development. CARE International is committed to gender equality and inclusion, gender justice, human rights and women’s and girls’ empowerment. This commitment is manifested at the individual and team level as well as in our programming, communications, fundraising and advocacy.

[1] Throughout the guidance, the term organisation is used to represent the combined total of the confederation, CARE is a confederation of independent globally connected organisation. CARE is not one single organisation; membership is diverse and we are seeking to further diversify it.

MAIN AREAS OF RESPONSIBILITY - but not limited to:

• Lifecycle support -support employees’ administrative related tasks as contract preparation, contract amendment, work permit request, work certificates throughout the employee’s lifecycle, from on-boarding to exit. This includes support in preparing employee/internship contracts and get the required documentation on file, liaising with Finance team, etc.
• Respond to employee’s questions on HR related matters
• Filing and archiving of employees’ documents (electronic filing for all and physical filing in Brussels).
  

• HR Processes and Policies -support in strengthening the effectiveness of current HR processes and procedures such as Recruitment, Performance and Induction and support the Head of HR & Administration with policies review and related HR internal communications.
• Recruitment support- support recruitment processes for staff and interns with hiring managers: prepare and post job advertisements, applications’ pre-screening, arranging interviews, participating in selection processes where applicable, liaising with candidates and administering pre-employment tests as required, support selection and validation processes to final hiring stage.
• HR Accountability & Reporting -HR reporting monitoring, build and update specific HR data sets, reports and checklists. This includes support in accountability mechanisms such as support to Finance, PIIRS, PSHEA/CP and overall Safeguarding among others.
• HR Administration support -liaison with external suppliers as our insurance brokers, ensuring staff insurance coverages, etc.
• Consultant agreements -manage the hiring of individual consultant: checking references, ensuring all appropriate paperwork is completed by hiring manager, ensure appropriate signatures on all documents.
• Safeguarding- key account person for Reference Check process to ensure alignment with CI Secretariat commitments towards the Misconduct Disclosure Scheme framework. Work closely with the Safeguarding Coordinator to ensure that staff all sign the appropriate policies and take the necessary trainings in safeguarding.

• Offices management support (Brussels office) -overall administration related to Brussels office management support. This includes key processes as (i) directly supporting the Brussels office on set-up and upcoming changes, lease management and other HR matters
• Any other tasks assigned by the Director & EU Representative

KEY CONTACTS

Internal:Head of HR & Administration, All staff

External:Swiss, UK local administrations as Pension funds, Social Security bodies, Belgian administrations, Fiscal Administrations, Payroll and Insurance providers, Schools and Universities.

WORKING CONDITIONS

The position is based in Brussels and is at 60% activity rate. Small amount of travel may be required. The small size of the Secretariat team requires an amount of flexibility.

QUALIFICATIONS (Key Selection criteria)

Education and Work Experience

The post holder will have a Swiss or Belgian HR certificate or equivalent and/or 3-5 years relevant experience working in an established international HR environment.

SKILLS & COMPETENCIES

• Fluent in English and French
• Developed IT skills (MS Office: Outlook, Word, Excel, PowerPoint)
• Strong team player who can also work independently
• Hard working, conscientious and flexible
• Ability to work on several projects/duties simultaneously
• Discrete and diplomate
• Ability to handle confidential information
• Ability to review HR and office management related contracts
• Excellent interpersonal, presentation and communication skills
• Effective problem-solving and organisational skills
• Ability to plan and deliver effective results
• Able to self-manage, work under pressure and meet tight deadlines and targets
• Proactive and able to see the big picture
• Committed to CARE’s vision, mission and standards
• Diversity: A global citizen that seeks inspiration through working with diverse individuals and teams
• Inclusion: Committed to a just world where all people live in dignity and security and equality is a reality You should be a creative and strategic thinker with experience in leading projects and have the confidence to influence externally and internally

CARE International is committed to preventing all unwanted behaviour and all forms of misconduct at work, including fraud and corruption and sexual harassment, exploitation and abuse, and child abuse. Everyone who works for CARE is expected to share this commitment and work within CARE International’s Safeguarding Policy and sign our Safeguarding Code and Conduct.

CARE International is committed to a safe recruitment process to help attract and appoint the right staff for the role and responsibilities set out in the vacancy notice. All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. We will seek at least two references, one of which must be your most recent employer. In addition, we participate in theMisconduct Disclosure Scheme and will request information from job applicants’ previous employers, about any findings of sexual exploitation, sexual abuse, child abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By applying, you confirm your understanding and agreement with these checks.