Human Resources Officer (Entitlements And Payroll) (P-3)

Organisational Context

The Human Resources Section provides a unified and coordinated approach to HR matters across the Court and carries out all Human Resources activities in an efficient and timely manner whilst serving as HR adviser to management within the Court.

The Section is one of five sections located in the Division of Management Services. The other four are the Budget Section, the Finance Section, the Security and Safety Section and the General Services Section. The Division also includes an Occupational Health Unit and an SAP Team.

Human resources management is a shared responsibility with line managers and the HR Section’s aim is to be a trusted provider of a variety of centralized policy, advisory and administrative services for the Court, its managers and staff. These services include strategic workforce planning and organizational design, job designs and advertisement, recruitment and on-boarding, administration of salaries (payroll), Entitlements and benefits (including health insurance and pension contributions), career development and succession planning, performance management, learning and development and HR policy matters and staff issues or conflicts.

The Section consists of two units: the HR Operations Unit and the HR Organizational Development Unit. This position is placed within the HR Operations Unit and reports to the Head of the Unit. The HR Operations Unit’s programme of work is all operational aspects of the Section, from recruitment and on-boarding to the administration of salaries, benefits and entitlements for staff members and non-staff (including judges, interns and SSA consultants and contractors). The Unit is responsible for the day-to-day operations and activities related to job design, classification and advertisement of vacancies, recruitment, placement, on-boarding, post management, Entitlements and benefits, staff loans and transfers, compensation administration and Payroll. The Unit plans, organizes and administers staff services such as health insurance, pension schemes and other social security. The Unit supports the administration and settlement of (HR-related) staff complaints and grievances. The Unit is responsible for the maintenance of related staff data in the Court’s Enterprise Resource Planning system, including staff master data.

Duties and Responsibilities

Within this framework, and under the direct supervision of the Head of the HR Operations Unit, the incumbent will perform the following duties:

• Acts as the authority on staff administration and advises staff and management accordingly on all matters pertaining to staff (and non-staff) conditions of employment and administration, benefits, entitlements, non-mission travel, leave, insurance, pension and Payroll matters in accordance with staff regulations and rules, applicable HR policies and procedures;
• Supervises and coordinates the day-to-day work of the Senior HR Assistant and HR Assistants in the Entitlements & Payroll team responsible for administration of benefits and Entitlements and the payroll process; 
• Provides expert advice to the Head of the Operations Unit on all matters pertaining to Entitlements and Payroll related policies and procedures;
• Responsible for the issuance of accurate offers of appointment and letters of appointment, as well as any related interactions with selected candidates;
• Responsible for maintaining accurate and up-to-date staff and non-staff records and files; ensuring administration and recording of yearly programmes for example related to dependency status, insurance, performance management and financial disclosure;
• Ensures that all information related to staff master data, including salaries, benefits and entitlements is maintained in Enterprise Resource Planning system (SAP) in such a way that enables effective processing, decision-making, retrieval, reporting and statistics generation;
• Make final decisions on routine benefits and entitlements such as related to study leave, home leave and the administration of interns – decision on more complex benefits and entitlements are subject to final verification by the Head of the Operations Unit (P4); Timely administration of benefits and entitlements, including the issuance of personnel actions;
• Responsible for accurate calculation and processing of monthly payroll, for final approval of the Head of Operations for payment,  including leave administration, pension and health-care contributions for both staff and organization; ensuring financial amounts are validated and entered into the SAP system to ensure accurate financial information is provided to the Finance Section for payment;
• Manages the operational activities and reporting requirements of social security contracts such as the pension fund and medical insurances.
• Continuously identifies, proposes and implements methods to improve efficiency, effectiveness, client-orientation and accuracy of the Entitlements and Payroll team. Coordinate the use of relevant IT/HR systems to streamline within the Unit; train supervisees on the correct use of SAP and promote the adoption and use of other electronic means of daily HR operations work;
• Coordinates on-boarding and hand-over for induction purposes and exit from organization, in close cooperation with the Human Resources Officer (Learning and Development) and hiring manager, as well as relevant sections such as General Services Section, Information Management Services Section, Security and Safety Section;
• Develops and ensures work processes are documented and new SOPs and guidelines are developed. Advises the Human Resources Officer (Legal and Policy) on policy gaps, inconsistencies and necessary adjustments. Maintains record of exceptions to policy;
• Maintains effective relations with selected candidates, staff, non-staff and management.

Essential Qualifications

Education:

Advanced University degree in HR management, Public or Business Administration, Accounting, Finance, Law or related field is required.

Experience:

A minimum of five years of professional experience(seven years with a first-level university degree) of relevant work experience in in administering UN common system staff rules and regulations is required.

Substantial experience with payroll processes and calculations (preferably in a SAP environment)

Knowledge, Skills and Abilities:

• Must demonstrate a level of integrity beyond reproach. Must set an example for the standards of integrity expected in HRS and the Court. Tact and a high degree of discretion and respect for confidentiality required.
• Must demonstrate a mastery of the HR common system relating to staff rules and regulations and related knowledge. Ability to analyse staff rules and regulations and UNJSPF rules to advise staff correctly and guide the more junior staff. Must be proactive in reaching out to staff to support them.
• Ability to develop effective processes between HRS and FS; calculating skills and attention to detail required; strong planning and organisation skills required to meet the monthly deadline.
• Must demonstrate a client oriented approach with focus on client needs and providing efficient and quality service.
• Negotiating HR operations with team and clients, ensuring consensus and agreement in the team and with clients.
• Ability to analyse complex issues, solve complex problems,  generate and propose alternative options for action, take decisions which impact the organization and staff members.
• Must combine good teamwork and interpersonal skills to ensure HR Assistants are happy in their work environment and feel supported and engaged. Excellent delegation skills to appropriately distribute work.
• Outstanding communication skills required to ensure clients are informed proactively and in a client oriented manner
• Highly developed SAP skills (user) to make appropriate proposals to the Head of the Operations Unit on SAP development. Negotiation skills to collaborate and convince IT counterparts of HR needs.

Knowledge of Languages:

Proficiency in either of the working languages of the Court (English and French) is required. Working knowledge of the other is desirable. Knowledge of another official language of the Court (Arabic, Chinese, Russian, Spanish) would be considered an asset.

ICC Leadership Competencies
Purpose
Collaboration
People
Results

ICC Core Competencies
Dedication to the mission and values
Professionalism
Teamwork
Learning and developing
Handling uncertain situations
Interaction
Realising objectives
Learn more about ICC leadership and core competencies.
General Information
- In accordance with the Rome Statute, the ICC is committed to achieving geographical representation and gender equality within its staff as well as representation of the principal legal systems of the world (legal positions). Nationals from the list of non-represented and under-represented States are strongly encouraged to apply. In addition, applications from women are strongly encouraged for senior positions at the Professional (P) and Director (D) levels. Posts shall be filled preferably by a national of a State Party to the ICC Statute, or of a State which has signed and is engaged in the ratification process or which is engaged in the accession process, but nationals from non-state parties may also be considered, as appropriate.

- The selected candidate will be subject to a Personnel Security Clearance (PSC) process in accordance with ICC policy. The PSC process will include but will not be limited to, verification of the information provided in the personal history form and a criminal record check.
- Applicants may check the status of vacancies on ICC E-Recruitment web-site.
- The Court reserves the right not to make any appointment to the vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description.