This HR coordinator will administer the day-to-day processes established for benefits, employment, records management, compliance management, performance management, global HRIS data entry, and reporting. The position will serve as a key contact for questions and requests, especially related to HR process and employment data, to all levels of management for the Global HR function. This role will also act as project coordinator for small projects that span the Global HR function and other functional areas, as needed.
Responsibilities include, but are not limited to:
Provides exceptional customer service by answering staff requests and questions in a timely fashion
Maintain and update employee files. Processing HR documentation; updating personnel transactions in HR-related systems, creating and maintaining HR and vendor files. Ensuring files are complete, organized and meet HR standards and legal requirements
Process travel support letters and employment validation
Assist with Worker’s Comp administration
HR inbox monitoring, Tuition Assistance program processing, filing, I-9 audits
Annual labor law poster updates
Prepare new hire documents and submit service requests to supporting functional areas for all new staff arrivals
Assistance with compliance training set up, notification and tracking. Follow up with policy acknowledgments, and conflicts of interest disclosures
Create personnel files and document distribution
HR system staff data management
Including new hire data input, employee data maintenance and changes
Staff recognition program (Bravo) data uploading and reporting, along with quarterly reporting to Payroll
Processing applicant tracking system (Taleo) candidate to staff data conversions
Oracle ERP profile maintenance
Immigration – provide support to work permit and renewal tracking within Oracle
Assists with processing of terminations and all required offboarding tasks
Benefits administration and support:
Case and claim management, follow up with vendors and staff on case and claim status. Serve as employees benefits contact for questions and assistance
Set up open enrollment and education meetings, assist with staff presentations, draft communications for manager’s review;
Benefits data analytics and reporting
Benefit invoice payment, audit and reconciliation (domestic and international)
Benefits system maintenance, i.e. life events and system feature testing
Global HR team and project support:
Prepare presentations and project updates to Global HR group and other departments as needed.
Serving as a technical resource and provide support to Global HR team members with system features
Providing technical support for webinars, e-learning/virtual classroom meetings, PowerPoint slide decks, etc.
Auditing and processing of monthly HR vendor account invoices. Provide reconciliations of invoice payments related to HR expense, budget, benefits vendors, international benefits plans, etc.
Provide support to the Global HR team and internal stakeholders during the annual merit review and at-risk compensation planning process to ensure it is consistent and managed to deadlines
Assisting and facilitating corporate wellness initiatives
Other duties as assigned or requested - including but not limited to employment verifications, meetings scheduling, etc.
Essential Job Functions:
Create a world-class HR experience by having an intimate knowledge of Global HR policies and practices to educate our staff
Strong technical skills to use HR systems, remote meeting desktop and videoconference software such as Slack and Zoom.
Strong customer service approach to all work.
Collaborative and proactive approach to work and projects
Well organized with a strong attention to detail.
Professional interpersonal skills in an international, multi-cultural organization
Bachelor’s Degree in Human Resources, business or related field required, plus at least three (3) years of HR work experience. Prior experience working for an international organization, strongly preferred.
Must have excellent presentation, written and verbal communication skills including fluency in English. Multilingual skills in any of the UN languages, strongly preferred.
Experience with HR systems (Oracle Fusion, Taleo, Halogen) preferred.
We operate in a Mac device environment and experience with Mac preferred
Proficiency in Microsoft Word, Excel (pivot tables, graphs, charts, etc.) and PowerPoint with a strong knowledge of HR Information Systems.
Proven ability to develop reports, create formulas; demonstrated ability to perform data analysis and make recommendations to improve work processes required.
Excellent interpersonal skills and customer service orientation; proven ability to build influential relationships at all levels in the organization
Strong sense of urgency, initiative, and drive; ability to effectively prioritize and manage multiple responsibilities in a fast-paced environment of frequent change and ambiguity
Strong business acumen and analytical skills
Ability to sit, stand, crouch or kneel throughout the course of a day
Must be able to occasionally lift and/or move up to 20 lbs.