Senior Officer - Office & HR Administration at International Planned Parenthood Federation (IPPF)

Purpose of the Job:

The job holder will co-ordinate, organise and deliver HR and office administration support and services to ensure the Regional Office is running effectively, efficiently and in compliance with IPPF policies, procedures and local jurisdictional requirements.

Role Deliverables:

• Organise timely and efficient recruitment and selection processes, in line with IPPF’s Recruitment and Selection framework, workforce planning, digital recruitment system and Safer Recruitment requirements.
• Conduct and evaluate pre-employment checks, prepare contracts, digital set-up of new starters (consultants, permanent and fixed term) and ensure effective on-boarding/induction is completed. Including link with Finance to ensure ID between HRIS and NetSuite is in place for full costing and allocations.
• Organise mobility support for expatriate staff and their dependents, including ensuring correct tax set-up and consular requirements are in place in good time.
• Organise and monitor set-up and completion of mandatory documentation and training by staff and advise senior management on actions required.
• Ensure systems/databases are kept up to date on a regular basiswith employee movements and evaluate information, providing reports and recommendations on actions to improve/resolve issues.
• Organise the completion of HR related processes in a timely manner.
• Manage effective off-boarding of employees and organise associated paperwork, including exit interviews.
• Manage documentation and registrations relating to host country status including any immunities with Government Ministries, Foreign Missions and Agencies.
• Conduct and evaluate research for the purposes of legal updates, benchmarking and surveys (ie: cost of living, recruitment positioning) to provide advice and recommendations to incorporate into people/office plans/actions.
• Safeguarding focal point.
• Manages, with support from the Expedition and General Assistant, the coordination and follow-up of all duty-related travels.
• Support Office Administration as required.
• Support and enable a safe environment, adhering to the safeguarding reporting and monitoring requirements of this role.

Key Skills/ Expertise:

• Track record of working with HR and Office policies, practices, procedures and systems and translating them into an organisational setting with a good understanding of the jurisdictional context.
• Good relationship with government and agencies in relation with the office within the country in relation with HR, travel and security of staff are likely to be required.
• Excellent organization, planning and administration skills to ensure consistency with the ability to multi-task and adapt to changing circumstances
• Collaborates with others to achieve team goals and builds professional effective working relationships.
• Good evaluation and problem-solving skills with a track record of raising issues in a constructive way, advising and putting forward recommendations to make positive progress
• Proven experience of how to manage and mitigate risk.
• Ability and willingness to work in a diverse and multicultural environment that is respectful of other cultures.
• Demonstrate an understanding of and commitment to safeguarding and anti-racism/no discrimination.
• Good IT skills and ability to manage systems compliance.
• Demonstrate an understanding of and commitment to safeguarding in a local and international context.
• Demonstrates ability and willingness to work in a diverse, multicultural, multilingual and intergenerational environment that is anti-racist and respectful of others
• An intersectional (pro) feminist passionate about sexual reproductive health care rights + justice.
• Supportive of people’s rights regardless of sexuality or gender identity/expression and supportive of worker’s rights and access to health care in sex work.
• Fluency in French and English is essential, good command of Portuguese is an asset

Competencies:

• PROFESSIONALISM: Knowledge of (related field). Demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
• TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
• COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.