Human Resources Assistant

Open Society Foundations
  • Location
    London, United Kingdom
  • Sector
    Non Profit
  • Experience
    Early Career / Mid Career
  • Posted
    Aug 13

Position description

Human Resources Assistant. London. Posting Date: 08/12/2019. Deadline: 08/26/2019

The Human Resources Team

The Human Resources (HR) team, comprised of 50+ 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.

Job Profile

The HR Assistant reports to the Global Deputy Director of HR, works closely with the HR Partners (HRPs), HRIS, and provides comprehensive support in a number of key activities to both the Global Deputy Director of HR and the HRPs. The HR Assistant will play an important part in supporting Workday activities, co-located and co-funded reporting and data collection, diary and expense management, organising events, research and support on HR related projects.

The HR Assistant role may include any of the following and/or similar activities:

HRIS - Workday

  • Update and amend employee data related to senior designations, promotions etc. upload data into HRIS (Workday) and ensure all systems and employee paper files are uploaded in to Workday and filed
  • Ensure accuracy of data in Workday, produce ad-hoc reports and find ways to utilise new technology to streamline existing processes
  • Ensure co-located and co-funded data is gathered on a yearly basis and accurately reflected in Workday liaising with foundations, programs, working closely with HRIS and HRPs
  • Work with Programs when necessary to ensure data in the HRIS is accurate
  • Work with HRIS colleagues to support the review and cleansing of data used to calculate Headcount, Total Cost of Employment, and Resource Investment
  • Support and train the HRPs when required with how to use the HRIS, troubleshoot problems and respond to HRIS related queries


  • Provide administrative support to the Global Deputy HR Director and HRPs as needed
  • Responsible for ensuring confidential information is kept secure and HR documentation is up to date and in line with upcoming GDPR regulations
  • Design standard letters and templates as well as implementing these templates to existing policies and procedures as required
  • Process map and simplify processes
  • Where possible develop and streamline or automate administration including filing systems and archiving
  • Take notes at internal meetings as required by the Global Deputy Director of HR
  • Arrange and coordinate meetings, HR workshops, events and trainings
  • Complete all logistical processes for international travel and events
  • Responsible for supporting the coordination of expenses for the Global Deputy HR Director and HRPs
  • Produce letters outlining promotions, senior designations and other contractual adjustments or changes to remuneration

HR Projects

  • Assist on research and development and updating of information, procedures and process as directed by the Global Deputy HR Director
  • Keep up to date with developments in employment legislation and HR best practice to ensure continuous development and improvement in the service offered
  • Support ad hoc projects and trainings and any other duties assigned by Global Deputy HR Director
  • Responsible for processing HR invoices and expenses by entering the information in the Finance system and maintaining records of expenditure
  • Book and manage travel and accommodation arrangements for the Global Deputy HR Director and HRPs
  • International travel may be required

Candidate Profile

  • CIPD qualification or the ability and commitment to work towards one
  • Good knowledge of UK employment law, HR practices and processes
  • Third sector experience and/or interest in human rights
  • Experience with HR software and ability to learn new software applications
  • Proven experience of working efficiently in a fast-paced environment; to troubleshoot and follow projects through to completion, consistently on schedule, without loss of attention to detail
  • Excellent written, verbal and organizational skills and ability to listen and communicate clearly and effectively with people from diverse cultures
  • Excellent computer skills, sound knowledge of Workday, proficient in Microsoft Office and particularly Excel and experience with internet research
  • Integrity, confidentiality and professional discretion absolutely essential
  • Ability to use own initiative to achieve positive solution
  • Commitment to equal opportunities and valuing diversity
  • High level of self-motivation and ability to work independently when necessary, as well as commitment to working as a member of a global team
  • Flexibility and willingness to work simultaneously on a wide range of tasks and projects and ability to prioritize tasks
  • Stays abreast of HR best practices and relevant legislation

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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