POSITION:
Human Resources Coordinator, Shared Services
DURATION:
Temporary, Full Time (13 months)
DEPARTMENT:
International Operations (IO), Human Resources
LOCATION:
Ottawa, ON
Do you want to make
a difference? Join the world’s largest humanitarian network. The Canadian Red
Cross Society (CRCS), a not for profit, humanitarian organization dedicated to
helping the most vulnerable in Canada and throughout the world, is currently
seeking a Human
Resources Coordinator, Shared Services.
Reporting to the
Manager Human Resources (HR) Operations, IO People Services the HR Shared
Services (SS) Coordinator being one of three in the team is responsible for
coordinating the logistics of the delegate’s deployment and return from
missions, onboarding and offboarding for staff and volunteers to respond to
national and international disasters as well as maintaining readiness of the
delegate roster framed by IO Strategy 2020 (S2020) to deliver in the Last Mile.
The HRSS Coordinator
contributes towards the mandate of the IO People Services: Attract, prepare,
develop, retain highly skilled and diverse professionals ready to be deployed
in the various operational contexts in which the movement operates including
relevant domestic context.
The HRSS Coordinator
will contribute to the success of the matrix model, agility of the
organization, delivering against the One Red Cross vision and interoperability,
implement innovations/learning within services, and ensure robust risk
management.
RESPONSIBILITIES
Coordination
of Delegates’ Deployments and Returns
The incumbent of
this position is responsible for end-to-end deployment process which includes
the following activities:
- Onboarding
of the delegate to ensure all the required personnel documents have been
provided and compliance forms and policies have been completed and signed
on the portal - Ensures
visa, if applicable is obtained, which may involve preparing and
submitting a visa package on behalf of the delegate - Drafts
contract, pending letters, letters for provincial health - Books
flights for the delegates - Organizes
briefing/debriefing schedules and briefs/debriefs with a delegate on
various HR aspects - Liaises
with Finance to request a travel advance for delegates prior to
deployment, if needed - Prepares
Mission Estimates for every mission - Is
responsible for processing and tracking Payroll forms - Coordinates,
tracks and processes pre-mission and post-mission expenses, invoices,
Daily Subsistence Allowance (DSA), Rest and Relaxation (R&R) allowance
for the delegates in a timely manner - Keeps
track on delegates’ vacation balances - Liaises
with the International Committee of the Red Cross (ICRC) and International
Federation of the Red Cross and Red Crescent (IFRC) on secondments of our
delegates - Ensure
relevant information is entered daily on Taleo and necessary trackers are
updated - Prepares
reports, spreadsheets, charts and graphics, as required - Informs
and liaises with the HR Operations team on any important delegate issues
that may arise - Ensures
records management and electronic files are in order with all the relevant
information.
Staff
Onboarding and Offboarding
- Responsible
for smooth onboarding of new staff joining International Operations - Ensures
that the required personnel documents have been provided and compliance
forms and policies are completed and signed on the portal - Closely
collaborates with the Program Assistant and Hiring Managers to smoothly
prepare for the new hire’s first day - Schedules,
coordinates and conducts new hire briefing and orientation; maintains new
hire materials (e.g., employee guides, benefits information) and ensures
they are up-to-date and relevant - Liaises
with the payroll department and is responsible for timely processing of
payroll documentation for staff - Provides
advices on established HR process and policies to employees, delegates,
volunteers and responds to routine queries - Updates
Taleo in a timely manner - Ensures
records management and electronic files are in order with all the relevant
information.
HR Service
Support
- Manages
all incoming/outgoing mail and couriers - Order
office supplies and equipment for the department as required - Coordinates
and provides direction to volunteers working with the HRSS unit as
required - Contributes
to the development and implementation of processes, systems, and templates - Participates
in working/focus groups and special projects as requested - Assists
with logistics for and supports the planning of special projects and
events; if required - Arranges
meetings and maintains team calendar.
Ensures
Readiness of the Delegate Roster
- Reviews
and actively maintains up to date delegate information online e.g. renewed
medical registrations/licenses, passports, PR cards, etc. and updates
Taleo on a timely manner - Proactively
provides regular reports on delegate readiness to the HR team, Travel
Health, internal users, and other stakeholders ensuring accuracy and
bringing concerns to the Manager’s attention - Maintains
and updates mission history of the delegates.
Supports an
effective team
- Fosters
team work through a professional exchange of experiences and expertise
that can be transferred to other areas of work. Ensures sharing and
dissemination of services related materials to all concerned actors. - Provides
back-up to colleagues as required - Follows
all CRC’s policies and procedures required to maintain a healthy and safe
working environment - Integrates
volunteer resources within the scope of responsibilities, as required - Participates
in disaster planning, preparation and response, as required - Contributes
to a healthy and safe working environment - Performs
other duties, as required.
QUALIFICATIONS
Knowledge
and Qualifications
- Bachelor’s
degree in Business Administration or Human Resources or an equivalent
combination of experience and education
Experience
- Minimum
2 years experience in a human resources administration role - Experience
and comfort working with systems, databases, and spreadsheets - Experience
working in an international context is an asset.
Skills and
attributes
- Computer
literate including good knowledge of all MS Office applications - Superior
organization and time management skills and keen attention to details are
essential - Ability
to interpret routine policies and contracts to provide guidance on HR
procedures and policy to clients - Strong
customer service orientation and commitment to continuous improvement - Professionalism
and interpersonal skills to work collaboratively within a team and build
positive internal and external relationships - Strong
written and verbal communication skills are essential - Fluency
in English, fluency in French is considered an asset - Proactive
with exceptional time management and prioritization skills to be able to
manage high workload - Ability
to deal with high demands and working under pressure - Able to
deal with ambiguity and reprioritize tasks in response to unexpected
changes in priorities/requests and effectively manage change in fast paced
environment - Excellent
planning, organization, priority setting and project management skills to
manage multiple different types of deployments and activities with other
competing priorities - Ability
to handle highly confidential and sensitive information - Commitment
to the Fundamental Principles of the Red Cross Movement - Previous
Red Cross experience is an asset.
WORKING
CONDITIONS
- The
majority of the work is performed in a clean and comfortable environment - May
include long to moderate hours sitting and using computers and office
equipment - Ability
to work non-traditional hours on short notice during the time of emergency
response - Ability
to work in stressful and often ambiguous conditions - This
position may require domestic or overseas travel to attend conferences,
workshops and meetings as required - Must be
able to be Medical Cleared for travel in accordance with established
Canadian Red Cross (CRC) Medical criteria in positions where travel will
be required - Successfully
complete a Canadian criminal record reference check and vulnerable sector
check.
HOW TO APPLY
Interested parties
may submit their application by applying on the CanadianRed Cross Online Career Website by midnight EST on Thursday, December 1, 2016.
Please note
that there is no relocation package for this position.
The Canadian
Red Cross Society is an equal opportunity employer.