Canada: Human Resources (HR) Coordinator, Shared Services

Organization: Canadian Red Cross
Country: Canada
Closing date: 01 Dec 2016

POSITION: Human Resources Coordinator, Shared Services

DURATION: Temporary, Full Time (13 months)

DEPARTMENT: International Operations (IO), Human Resources

LOCATION: Ottawa, ON

CLASSIFICATION: HRV2

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:

HOW TO APPLY

Interested parties may submit their application by applying on the Canadian Red 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.

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