HR Advisor, Human Resources, Vienna, Deadline: 01/12/2019
The Human Resources Department
The Human Resources (HR) team, comprised of 40 members, sits in our Budapest, 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 Business Partner (HR BP), the HR Advisor will provide customer focused, comprehensive and pragmatic HR advice and support to managers and employees in line with organizational policies, procedures and legal requirements. The HR Advisor will play an important part in striving for efficiency whilst continuously improving delivery of HR services, in collaboration with HR BP. Essential duties and responsibilities include the following:
HR Policies and Procedures
- Responsible for ensuring confidential information is kept secure and standard HR documentation is up to date in line with upcoming GDPR legislation.
- In collaboration with other HR colleagues- create, implement and improve OSFs policies, procedures and strategies across all the HR areas.
- Manage grievance, disciplinary and capability investigations and/or hearings.
- Support with managing organisation design and redundancy consultations.
- Responsible for delivering workshops and mandatory training, managing participation and resolving performance issues.
- To assist in the delivery of development workshops in areas of HR best practices and organisation policies.
- Manage the HR New Starter induction for permanent staff and return to work inductions for senior staff and the exit interview process, continually evaluating and reviewing the processes for improvements and making recommendations as appropriate;
- Ensure compliance and promote Equal Opportunities and diversity in all areas of HR throughout the office in projects such as diversity inclusion, disability etc.
- Manage flexible working requests and provide necessary documentation.
- Prepare maternity/paternity/adoption letters and conduct the appropriate meetings with employees, ensuring that relevant calendars are produced on time and accurately reflect the employees request for leave.
- Regularly review and update the OSF Austrian Employee handbook, ensuring that we are compliant with Austrian labour law requirements.
- Provide advice and supporting document to managers and staff on escalated HR policy related queries.
- Communicate the compensation strategy, promotions, senior designations and annual increases and bonuses whilst implementing any changes with supporting documentation.
- Support in ensuring immigration compliance is maintained, including sponsored, non-sponsored and right to work checks and that appropriate government gateways are updated, e.g. SMS, in line with statutory deadlines.
- Manage the work visa process for employees when needed and ensure visa records/employee files are up to date in conjunction with the HR BP;
HRIS System Management
- Verify the correct update of employee details in HRIS system (Workday), spreadsheets, systems and intranet.
- Manage the Workday system - ensure accuracy of data in Workday and that duplicated systems are streamlined in to Workday as appropriate.
- Ensure employees at all levels are correctly trained on using Workday.
- Ensure business processes are adhered to and are completed in a timely manner.
- Lead on input and administration of manual payroll interventions, meeting payroll deadlines set in payroll calendar.
- Ensure monthly payroll is accurate, comparing contributions and deductions each month to ensure the correct transfers are made to employee accounts and benefit providers.
- Oversee the issuance of employment forms when needed in conjunction with our payroll partners and finance teams.
- Ensure all necessary reports are downloaded, saved and passed to finance.
- Review in detail benefit invoices to ensure all details are correct with the HR Assistant.
- Meet employees to clarify escalated benefit issues or any 3rd party changes to benefit programs.
- Manage annual benefit open enrolment process and publicise details in line with global offerings.
- Keep up to date with developments in employment legislation and HR best practices, knowledge sharing within the team to ensure continuous development and improvement in the service offered;
- Stay up to date with employment law and government employment guidelines.
- Responsible for updating internal policies and documentation in line with UK legislation.
- Undertake research/HR project work as assigned by HR BP.
- Work closely with HR colleagues across different functions as well as other department and program staff.
- Maintain good relationship with any recognised staff body and meet on regular basis to provide them with briefings and resolve issues.
- International Travel may be required.
- Progressively responsible experience in a situation relevant to the duties of this role
- An interest in HR, its purpose and the latest industry trends.
- CIPD level 5 qualification (or equivalent) or the ability and commitment to work towards one.
- Experience in a generalist HR role at officer level within an international matrix organisation.
- Sound knowledge of Austrian employment law and Immigration Controls for Austria, as well as HR best practice across the full spectrum of HR activity in an international setting.
- Experience of reviewing and drafting HR policies, procedures and guidelines and of developing and implementing HR processes.
- Third sector experience or interest in human rights.
- Experience with HR software and ability to learn new software applications.
- Experience of supporting Employee Relations cases such as disciplinary and grievances.
- Excellent interpersonal skills, collaborative style and approach, and ability to work effectively across cultures.
- Excellent computer skills, sound knowledge of Workday, proficient in Microsoft Office and particularly Excel and experience with internet research.
- Ability to build effective relationships with managers and staff in order encourage the integration of HR strategy in Austria office.
- Ability to solve complex issues through analysis, definition of a clear way forward and ensuring buy-in.
- Quality orientation and attention to detail, particularly when issuing/drafting legal documents e.g. employment contracts, grievance responses, etc.
- Able to travel overseas occasionally for short periods of time to support colleagues.
- High level of discretion and ability to handle confidential issues.
- Stays abreast of HR best practices and relevant legislation.
- Commitment to equal opportunities and valuing diversity.
- Current authorisation to work in Austria.
Start Date: ASAP
Duration: Fixed Term Contract for One Year
Application instructions: Please include a cover letter and resume, and upload as one document when submitting an application.
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.