HR Associate (Position Management)

The HR Associate (Position Management) supports updates of the organizational structure in the ERP system, aligned with reporting lines and Position Descriptions for Professional and General Service staff. The role involves maintaining position data, supporting position management actions, and assisting in organizational structure updates worldwide.

Responsibilities

• Assist in the creation and maintenance of new positions for staff members in the Professional category worldwide, GS in Switzerland, and interns and consultants in Switzerland and Valencia.
• Support the update of the organizational structure to include new Organizational Units and assist in the creation of new duty stations after the relevant information is collected and approvals are granted.
• Liaise internally with various Units to support the accuracy and consistency of data maintained for positions and other elements of the organizational structure.
• Support in a wide range of Position/Organizational Management actions upon request or in collaboration with ODMCU, Global, Regional Offices and Country Offices worldwide; providing support when undergoing a structural review or general reclassification exercise by establishing, updating, and abolishing positions and organizational Units.
• Provide input in the drafting of workflows related to the position management to support HR compliance across the organization.
• Assist in the processing of in-grade and exceptional transfers, particularly by providing guidance on preparation of documents and drafting memos, as well as following up on required signatures in COs and ROs.
• Maintain an inventory/repository of the PDs for the staff members in Professional category and GS in Geneva, to support rotation exercises, in-grade transfers among other administrative processes.
• Gather missing PDs in the inventory which have not been sent to ODMCU and, when needed, support the updating of PDs and revise them in line with new templates or organizational structures.
• Collect and provide PDs to support audits, rotation exercises, various HR investigations, and other administrative processes.
• Support the maintenance and updating of information related to core positions, including new core positions, updates and delimitations in close coordination with Budget.
• Respond to routine inquiries from various units regarding processes, best practices, and troubleshooting related to organizational structure, PD, and related topics.
• Collect data and prepare statistics and reports related to organizational structures, positions, or similar.
• Support the creation and/or deletion of forms, updating reporting lines in coordination with the Senior HR Associate.
• Update and maintain electronic archiving systems in the Unit, including guidelines and manuals, internal controls, data of staff-related records in compliance with established standards.
• Provide assistance to the implementation of on-going ODMCU projects by undertaking assigned tasks, tracking progress, and giving inputs to support project initiatives.
• Perform such other relevant duties as maybe assigned.

Requirements

• Bachelor’s degree in Human Resources, Business Administration, Psychology or related field from an accredited academic institution with three (3) years of relevant professional experience; or High school diploma with five (5) years of relevant experience.
• Experience in human resources, personnel administration, organisational management support, records management, or a related field.
• Experience maintaining HR records, organisational structure data, position-related information, or similar administrative data within HR systems or databases.
• Experience supporting HR processes through document preparation, record maintenance, workflow follow-up, and coordination with internal stakeholders.
• Experience preparing reports, statistics, spreadsheets, or other administrative documentation using standard office applications.
• Prior work experience with international humanitarian organisations, non-government or government institutions/organisation in a multicultural setting is an advantage.
• Good organisational skills with the ability to maintain accurate records, track requests, and manage multiple administrative tasks.
• Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook, and experience working with HR information systems.
• Ability to follow and apply established procedures, guidelines, and instructions with attention to detail and accuracy.
• Good communication and interpersonal skills with the ability to respond to routine inquiries and work effectively with colleagues across different offices and units.

Skills

• Human Resources Management
• Personnel Administration
• Organizational Management Support
• Records Management Projects
• HR Information Management Systems
• Position Management
• Document Preparation
• Report Preparation
• Data Maintenance
• Workflow coordination
• MS Excel
• MS Word
• Microsoft Outlook
• Statistical Reporting
• Administrative Documentation Management
• Organizational Structure Updates
• Multi-cultural Work Experience
• Attention to Detail
• Communications Skills

Languages

English