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To provide timely administrative support to the Recruitment Team and to work closely with the International Recruitment Adviser to enable the delivery of an effective service to the International Secretariat.
Provide accurate, proactive, customer focused and comprehensive HR Administrative support service to enable the POD team to support the IS in London and the Regional offices, the organizational change process, streamline and transform administration processes in line with the needs of the organisation.
The International Secretariat, which operates from a number of sites around the world, gathers and communicates accurate and action-oriented human rights information globally. We campaign for meaningful human rights change; enable effective human rights activism and work to persuade governments and other actors to uphold universal human rights standards. We provide strategic leadership, support and advice to the Amnesty International movement globally, fostering Amnesty International’s contribution, presence and public accountability throughout the world.
Act as the first point of contact for administrative queries providing basic information, signposting, or escalating queries appropriately to other team members for resolution
Provide timely and accurate administrative support to the HR Advisory team
Draft and issue letters relating to contract changes, salary, absence management and leavers – update payroll with these changes as required.
Work closely with the HR advisory team and the Intranet Manager to ensure all HR policies, guidelines and key information are kept up to date on the Nolwazi (intranet).
Administer employee benefits such as the cycle scheme, season ticket loan, childcare allowances/vouchers.
Maintain the HR information system (HRIS), systems and files by updating employee files promptly, ensuring data kept is legally compliant
Complete HR processes on the HRIS, including new starters and leavers, absence management, contract changes thereby ensuring that all employee records are kept up to date, facilitating timely and accurate information retrieval and analysis.
Produce reports from the HRIS as necessary.
Support employees across the organization to use the HRIS for maintenance of leave and personal details and salary changes and any other changes in line with payroll.
Resolve or escalate for resolution any issues or queries in a timely manner given the monthly payroll processing timeframe
Understand and use internal finance systems such as Concur for booking travel and accommodation, and IPOS for processing invoices, raising purchase orders etc)
Raise leaver requests and user extensions in a timely manner on the IT system.
Support with the Occupational Health referral processing i.e. booking appointments, sending referral letters, raising the purchase orders.
To respond to general queries from managers and employees, signposting them to the appropriate policies and procedures.
To provide administrative support during ER cases such as note taking at investigations or formal meetings.
To maintain own continuing professional development, keeping up to date with legal requirements and relevant HR developments.
To maintain appropriate confidentiality of information and maintain compliance with the Data Protection Act.
Take responsibility for ensuring all activities carried out promote the value of a diverse workforce, do not discriminate against sections of the community covered by equality legislation and are compliant with human rights legislation;
This is not meant to be an exhaustive list of duties. The need for flexibility is required and the post holder is expected to carry out any other related duties that are within the employee’s skills and abilities whenever reasonably instructed
SKILLS AND EXPERIENCE
Previous experience in a customer facing role in an office environment
Knowledge of HR processes and practices and demonstrable capability and aptitude for working with a HR information system in an automated environment is desirable
Excellent administrative skills including ability to prioritize work to meet strict deadline
Accuracy, attention to detail, initiative and the ability to follow instructions
Excellent IT skills, including MS Office, and databases.
Effective verbal and written communication skills
Able to communicate with tact and diplomacy
Works on own initiative but can also adhere to procedures and systems
Able to work in a manner that is consistent with the organisation’s core behaviours and competencies
Willingness to suggest changes to systems and ways of working to improve efficiency
Equality and diversity is at the core of our values and staff are expected to work collectively and individually to promote a constructive and sensitive approach to others from a variety of backgrounds, where the work of others is valued and respected.
CONFLICT OF INTEREST
Public or other activity, affiliation to or support for any group or organization, personal association or other factor which may generate a real or perceived conflict of interest with Amnesty International’s principles (specifically independence and impartiality), or raise a security concern, or otherwise prevent the candidate from carrying out key functions of the specific post and would therefore disqualify the candidate from being appointed.