HR Assistant (temp)

Open Society Foundations
  • Location
    Berlin, Germany
  • Sector
    Non Profit
  • Experience
    Early Career / Mid Career
  • Posted
    Sep 14

Position description

HR Assistant (temp), Human Resources, Berlin, Deadline: 11 09 2018
This is a full-time temporary position until 2019 March, with a possibility extension

Application deadline: 2018. September 27th

The Human Resources (HR) team, comprised of 40 members, sits in our Berlin, London and New York offices and supports OSF staff across the global network of foundations, in over 40 countries. The team is comprised of generalists spanning the North America, Latin America, Europe, Eurasia, Middle East, Africa, South West Asia, and Asia Pacific regions, as well as HR specialists comprised of Talent Development, Human Resources Information System (HRIS), Compensation & Benefits, Diversity and Inclusion, and Recruitment.

Reporting to the HR Partner, Operations and Programs, the HR Assistant will provide administrative and HR professional support for the Human Resources function. Work is carried out under general supervision. The HR Assistant will play an important part in supporting the HR function and assist the cohesive operation of the team.

Job Profile

  • Provide HR and administrative support to the HR Partners and Berlin based HR staff, e.g. correspondence, filing, distribution of department mail, and other HR-related tasks.
  • Responsible for ensuring confidential information is kept secure and standard HR documentation is up to date
  • Manage the administration process for new starters and leavers from inception to completion, using our HRIS system Workday internal databases, informing external provider of leavers as well as maintaining complete employee personnel and medical records
  • Take notes at meetings
  • Ensure HR page on intranet (Karl) is updated regularly
  • Manage the administrative process for various benefit schemes
  • Coordinate the completion of timesheets
  • Checking annual leave and staff absences
  • Responsible for processing HR invoices by entering the information in the Finance system
  • Follow organisational policies and procedures across all the HR areas
  • Support HR Coordinator with benefit regarded documentation
  • Liaise with L&D coordinator with new hire agenda for new starters
  • Assist HR Coordinator to train staff and managers to use the HRIS, troubleshoot problems and respond to HRIS absence and HRM related queries
  • Support ad hoc projects and any other duties assigned by HR Partner
  • Manage staff relationships, promptly respond to queries and manage expectations
  • Competitive rates of pay apply.


Candidate profile
  • 1-3 years of administrative/operational experience at a large and complex organization;
  • Excellent organizational, analytical, interpersonal, and proactive problem solving skills;
  • Demonstrated experience and desire to make operations run smoothly and efficiently;
  • Poised, works well under pressure and attentive to detail;
  • High proficiency in Microsoft Office and other office technologies and IT solutions; must be comfortable learning new proprietary software systems;
  • Proficiency in data management and visualization platforms and databases (e.g. Salesforce, NetSuite, Foundation Maps, etc.);
  • Experience with record keeping, budgeting management, and finance administration;
  • Experience with multi-tasking and working independently on complex administrative tasks. Able to prioritize appropriately;
  • Ability to build and maintain relationships with a wide range of people from diverse backgrounds within a complex organization;
  • Experience making administrative and procedural decisions and judgments on sensitive and confidential issues;
  • Not afraid to ask the right questions to ensure that something is completed correctly;
  • Mature, creative, and a quick learner;
  • Interest in HR is a plus, but not necessary.


Application Instructions: Please submit a cover letter and CV.

We are strengthened by the diversity of our colleagues across the Open Society Foundations. We welcome applications from people of all cultures, backgrounds, and experiences, and are committed to providing reasonable adjustments so that colleagues with disabilities are able to fulfill the essential functions of the job.

Competitive rates of pay apply.

We are strengthened by the diversity of our colleagues across the Open Society Foundations. We welcome applications from people of all cultures, backgrounds, and experiences, and are committed to providing reasonable adjustments so that colleagues with disabilities are able to fulfill the essential functions of the job.
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