HR Subject Matter Expert Coordinator (for Philippine Residents Only)

The “People and Culture Shared Services” (PAC_Shared Services) 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, Remuneration, and other HR Specialists. The PACSS 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 is offered to ICRC employees under resident contracts (13,000 people) to administer and International Retirement and Savings Plan (IRSP).

Within the Shared Services, The Subject Matter Expert Coordinator is responsible for performing controls and ensuring data entry is done in compliance with ICRC policies and the Swiss labour law.

ACCOUNTABILITIES AND RESPONSIBILITIES

• Responsible for the day-to-day management of the Subject-Matter Experts Team, ensuring delivery of an efficient service in line with ICRC staff rules and regulations, the Staff Bargaining Agreement and Swiss Labour Law
• 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.

Team Coordination

• Supports the Deputy Head of HR Shared Services in terms of projects and communication
• Participates in SMEs appraisals in coordination MNL HRSS and with GVA
• Main back up for SME on leave, approver for leave requests
• Responsible for creating a back-up system within SMEs, ability to plan for cross-training within SMEs
• Task management (awareness of SME’s current tasks, backlogs, etc. that requires aid or guidance)
• Together with QA, acts as a point of contact for audits
• Acts as individual SME (e.g. processes tickets, etc.)

Contracts and Administration Expertise

• SME for C&A including benefits – pension fund, social security and insurances (Health Insurance, Accident and Luggage) coordinating with GVA for issues
• Develop and establish or improve current controls and check points for Contracts and Admin process
• Update/Create the job aids and check lists for the Contracts and Admin process as required
• Knowledge, process and document owner for C&A processes. Together with the QA and BA analyse the impacts and risks of process changes before the C&A TL implements changes
• Manage (process) special and/or complex (critical and escalated) C&A cases (example VIP Hiring, RDU, grey areas on policy, others as identified)
• Participate in HR Ticketing and/or HRSpace UAT.

Payroll Activities

• Process specific payroll items in Hypervision for HQ staff based on instructions given from Payroll team in GVA
• Organise monthly data sheets for retroactive payments of allowances in order to allow automatic uploads into Hypervision

Analysis & Reporting

• Prepare data analysis for internal and external compliance reviews or audits
• Enforce standards to collect, consolidate and analyze information to identify issues and potential risk areas
• Perform impact analysis of new policies and design adapted controls to be used at HRSS

Support

• Advise TL for Administration & Contracts if retraining is required as well as repeated issues identified from control reports
• Help Team Leads on process and technical coaching, discussing best practices for alignment and efficiency, contributing via feedback to C&A team member’s appraisal

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
• Ensure the SME Team maintain excellent working relationships with other Shared Services teams, including the Pool managers, the Contracts & Admin team, the HRIS team and all HR Expert service providers
• Drive teamwork, plan and conduct team meetings that share information, calibrate knowledge and performance, motivate officers to learn and excel
• Orient newly assigned team members and establish team mentor/buddy.

SELECTION REQUIREMENTS

• University Degree; Certification in HR an asset
• Good command of English; French language skills an asset
• Experience and/or certification in Project Management and/or Change Management is an advantage
• Excellent customer service orientation
• Computer proficiency, including Microsoft suite and working knowledge of HR information systems
• Minimum of 5 to 8 years’ proven professional experience in HR administration
• Minimum 2 years’ supervisory experience in a shared services environment
• Knowledge of and experience in HR services, including workflows, processes, and key performance indicators