Ireland: HR Officer (International)

HR Officer (International)

Overview of the Role

The HR Officer (International) is the primary point of contact for international staff working overseas with GOAL. Reporting to the HR Generalist (Global) and working closely with the HR Partner (National), you will be part of a team of HR professionals based in Dublin that provide support to GOAL’s overseas programmes. This is a diverse role with the following key responsibilities:

International HR Support

• Facilitate HR inductions for international staff, over skype and face-to-face. Explain each section of International Staff Handbook to employee and answer any questions they have on the Handbook.
• Maintain relationships with all international staff during their time with GOAL acting as a focal point for all queries. Conduct bi-annual calls (at the 2-month contract point to check how the person is settling in, and at the 8 month point in close collaboration with CDs to instigate contract extension, internal job applications or departure plans). Effective communication of relevant information is critical to the purpose of this work and relevant information must be incorporated into GOAL’s succession and recruitment plans and discussed with the HR Manager.
• Monitor staff contract end dates, liaise with CDs to prepare all contract extensions and keep the HR Generalist (International) updated on any relevant developments. Ensure that approvals are secured from Senior Management and Regional Directors for contract extensions and that donor funding is clearly accounted for in Request to Recruit form. Use guidelines provided in GOAL salary scale documents when considering and calculating salary increases and benefits.
• Prepare international staff contracts, ensuring that details relating to domicile, start/end date, accompanied status, salary, currency and flights is accurate. Ensure that all contracts are counter-signed and saved to employees file.
• Ensure that all staff have the option of debriefs, post-exposure medicals and counselling upon completion of their mission. Produce reports on key debrief trends. When serious issues are raised in debrief forms, ensure that these are addressed and escalated, if necessary. Ensure that the details of those who wish to work with us again are discussed with the relevant recruitment coordinator.
• Propose improvements to HR support, policy and practice to promote retention of international staff.

International Payroll

• Produce the monthly international staff payroll report and liaise with finance to ensure staff are paid promptly and accurately. International payroll is usually submitted to Finance by HR no later than the 15^th of the month.
• Update the In-country Salary Payment template with the corresponding month and update with all the Micropay numbers including those new starts since the last payroll.
• Email Financial Controllers in the Country Offices by the 1^st of the month with the In-Country Salary Payment file giving them until the 10^th of the month to return.
• Ensure that “New International Starts” in the Staff Database on SharePoint have correct start dates , that they have a payroll number and correct salary information and currency. International payroll is generated from this file.
• Highlight “Leavers” and pay out any outstanding annual leave and expenses.
• Ensure that monies are deducted from employee’s salary for personal flights, rent paid by Country Office, unpaid leave or any in-country salary payment which is due back to GOAL.
• Review all Expense Claim forms ensuring that what is being claimed is in line with GOAL’s Expense and per diem policy. Ensure that all Expense Claim forms are recommended and authorised by appropriate staff/line management. Ensure that all Expense Claim forms are accompanied with all necessary receipts/invoices.
• Review expenses and per diem policy on an annual basis.
• Once payroll has been reviewed with another member of the International HR team, send the excel file by email to Finance along with any back-up emails which explain deductions/reimbursement.
• Ensure that payroll file is password protected.
• Once payroll is finalised, save an amended version (without payroll details) to GOAL Tracking/International Staff Monthly reports.
• Answer all queries that international employees have in relation to the salary that they receive into their bank account on or around the 28^th of the month. All explanations to employees should be clear and easily understood.
• Once payroll has been submitted to Finance, clean down the International staff database of all comments that relate to the previous month’s payroll.

Support Managers with International Staff HRM

• Send reminders to line managers in relation to probation and performance appraisals due for international staff and provide appraisal forms and guidance.
• Collect Appraisal Forms of international staff and ensure they are saved to the relevant international staff files.
• Review appraisal forms for allocated countries and provide feedback to the Country Offices as required.
• Support the HR team in a review of the performance appraisal process and adapt processes accordingly.
• Support managers where required in handling performance issues during and after probation, including objective setting and review.
• Provide advice and support to managers handling disciplinary issues and grievances.

International Retirement Savings Scheme

• Inform eligible international staff of their access to the international retirement savings scheme and put them in contact with our supplier.
• Update the HRIS with new members joining the international retirement savings scheme.
• Confirm with the supplier when staff applications are fully complete and begin making deductions from the next payroll, informing the staff member of such.
• Check the quarterly invoice to ensure it matches with list of members and send it onto Finance with the countries indicated for re-charges.

Insurance Policies

• Track and closely monitor renewal dates of Insurance Policies on the Policy Renewals Tracking Sheet
• Whenever renewed, ensure that all insurance policies and schedules handled by the HR department are saved in the correct folder under Human Resources and on SharePoint. All renewed policies/schedules should be updated on the Policy Renewals Tracking Sheet which is hosted on SharePoint.
• Participate in and assist on any tender process for the renewal of health and life assurance policies.
• Review all quarterly invoices from Insurance Broker and split the cost of invoice across all GOAL country programmes before submitting to Finance Department for payment.

Education Grant:

• On a quarterly basis and subject to available funding, the HR Officer, in collaboration with the HR Generalist (HQ), will launch the Education Grant and invite staff to apply for funding. The HR Officer and GOAL management will review all applications received and decide which applicants will receive financial support.

Other duties

• Manage and assist with other new HR projects as assigned.
• Producing international staff reports for the use of HR, the Senior Management Team, Remuneration Committee, Operations and CDs, including the monthly international staff report
• Review and update the GOAL international staff handbook, ensuring that it is compliant with Irish labour law.
• Participate in initiatives such as policy working groups or strategic planning workstreams.
• Propose new initiatives as necessary to ensure HR and industry good practice.
• Provide practical support and assistance in relation to international staff recruitment and deployment as required in large scale humanitarian responses or when gap cover is needed.
• Work closely with the HR Administrator, keeping her/him up to date on any HR issues that might impact on the day-to-day duties of the administrator, e.g. flights, expenses, Vacation Tracker.
• Support the HR Generalist as required with International Staff medical issues, including out of hours support during medical evacuations.

Personal Specification

Essential

• GOAL is a fast-paced organisation committed to emergency response; the ideal candidate will need to be energetic, hardworking, enthusiastic, and have excellent communication skills
• CIPD qualified or part-qualified
• 3 years professional experience gained in a busy HR department
• Excellent MS Office (Word and Excel) skills.
• Strong analytical skills with demonstrated ability to interpret and report on data.
• A genuine interest in developing a career in the international humanitarian sector.
• Some international travel may be required in this role.

Desirable

• Demonstrated experience in preparing payroll documentation.
• Experience in advising on employee benefits (pension, insurance).
• Previous experience in INGOs or charity sector.
• Other languages (French, Arabic, Spanish).

This Job Description only serves as a guide for the position available. GOAL reserves the right to change this document.

https://www.goalglobal.org/careers?gh_jid=1312271

Please submit an updated CV by closing to the link above.