Associate HR Officer
The Human Resources Team
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.
Working with the HR Partner and Reporting to the HR Partner Operations and Programs (HRPOP), the Associate HR Officer will provide customer focused, comprehensive and pragmatic HR advice and support to HRPOPs and employees in line with organizational policies, procedures and legal requirements and must have strong immigration experience. The Associate HR Officer is also responsible for providing timely and accurate HR services to DC, Baltimore and New York based employees as agreed with the HRPOP and the HR Partner. The Associate HR Officer will play an important part in striving for efficiency whilst continuously improving delivery of HR services, in collaboration with HRPOP.
This is a fixed term position for a duration of two years, with a possibility for extension.
Essential Duties and Responsibilities include the following:
Supporting the Operational Management of the DC, Baltimore and New York Office
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.
- Together with the HRPOP create, implement and improve OSFs policies, procedures and strategies across all the HR areas.
- Manage grievance, disciplinary and capability investigations and/or meetings.
- 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.
- Support the HR New Starter induction for permanent staff and return to work inductions 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.
- Support the management of the flexible working requests and provide necessary documentation.
- Prepare maternity/paternity/adoption letters as required 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 US Employee handbook, ensuring that we are compliant with labour law requirements.
- Provide advice and supporting document to HRPOPs and staff on escalated HR policy related queries.
- Communicating the compensation strategy, promotions, senior designations and annual increases and bonuses whilst implementing any changes with supporting documentation.
- Support immigration compliance and ensure sponsored, non-sponsored and right to work checks and that appropriate government gateways are updated 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 HRPOP.
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.
- 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.
- Advise HRPOPs and HR colleagues on local employment practices and compliance with national law; maintain up-to-date knowledge of emerging employment legislation and codes of practice.
- Stay up to date with employment law and government employment guidelines.
- Responsible for updating internal policies and documentation in line with US legislation.
- Undertake research/HR project work as assigned by HRPOP and HR Partner.
- 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.
- Regular travel between, DC, Baltimore is required.
- International Travel may be required.
- 5-8 years of experience in a generalist HR role at Manager level within an international matrix organization.
- Sound knowledge of US employment law and Immigration Controls for US, 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.
- Strong experience of supporting and leading 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 HRPOPs and staff in order encourage the integration of HR strategy in our US offices.
- 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 US.
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.