Global People (HR) Assistant

**Please note candidates must be eligible to work in their country of residence as we are unable to provide sponsorship/visa etc.

• Salary: IBP Salaries are set with consideration of current market conditions and in comparison, with similar not-for-profit organizations. Based on current rates, we would anticipate a gross salary to be offered between $16,000-$20,000 (payable in local currency) and location dependant, for candidates based in one of our preferred locations (see below) and commensurate with experience.

• Contract length: Full-Time (Initial 1-year fixed-term contract, with a view to renew.

• Location: People within a UTC-5 to UTC+3 time zone are well suited to working for IBP. This does not mean that we won’t employ people outside of this time zone, but when considering new hires, we will consider their geographic location and proximity to our countries of operation. For this position, we also have a strong preference for candidates based in Dakar, Senegal; Abuja, Nigeria or Cape Town, South Africa – where we have country offices.

• Preferred start date: January 2025

• Physical demands: No regular travel (although will be required to partake in an all-staff meeting which could be overseas every 3-4 years), prolonged sitting at a desk, will be required to work on a laptop and other display screen equipment around 8 hours each day.

• Reports to: Global People Lead

Background

International Budget Partnership (IBP) works to ensure that all people, especially underserved communities, have the right and ability to understand and influence how public money – their money – is raised and spent. IBP is a nonprofit organization fiercely dedicated to ensuring governments use public funds to help those who need it most.

We partner with budget analysts, community organizers, and advocates in 120 countries to advance public budget systems that work for people. Together, we generate data, advocate for reform, and build the skills and knowledge of people so that everyone can have a voice in budget decisions that impact their lives.

We currently have 5 country offices in the US, Senegal, Nigeria, South Africa and Indonesia and approximately 70 staff based across 19 countries.

About this role

The International Budget Partnership (IBP) is looking to appoint a newly qualified, People (HR) Assistant to sit within its Global People Team.

The People (HR) Assistant will support day-to-day functions of the People Team with a focus on the administrative tasks related to HR operations. This role will handle various tasks , including maintaining relationships with Professional Employer Organizations (PEOs) and processing monthly PEO invoices and payments, interacting with the US payroll staff, processing staff administrative onboarding and offboarding actions, assisting with recruitment activities such as posting JDs, longlisting candidates, briefing. This role will be also tasked with maintaining accurate personnel records in IBP’s  cloud-based HRIS, BambooHR.

This role would be ideal for someone looking to begin a career in People/HR – it’s ok if your experience is limited, but if you have a HR qualification this is a bonus! Our ideal candidate will possess some experience using a HRIS or ability to work with cloud-based solutions, strong organizational skills, attention to detail, and the ability to handle multiple tasks simultaneously. This is an entry level role in which you will be encouraged to grow and develop new skills to further your career.

Our Commitments

Safeguarding – IBP prioritises the welfare and protection of children, young people and vulnerable adults above the achievements of our programs or strategic goals. We acknowledge that safeguarding is a collective duty, and we hold all our staff, and partners accountable for safeguarding the communities in which we work and adhering to our Safeguarding Policy.

Diversity, Equity and Inclusion – As a global organization in composition and vision, IBP encourages a culture of empowerment and equity of our staff and our partners. We seek to dismantle all forms of exclusion and marginalization and embrace intersectionality – in our internal policies and practices, as well as programs. Equal employment opportunity and having a diverse staff team are fundamental principles at the International Budget Partnership, where employment and promotional opportunities are based upon individual capabilities and qualifications without regard to race, color, religion, gender, pregnancy, sexual orientation/affectional preference, age, national origin, marital status, citizenship, disability, veteran status or any other protected characteristic as established under law.

Role responsibilities

Essential duties of the job include, but are not limited to, the following:

General HR Administration and Support (40%)

• Process and manage invoices, payments, and expense reports related to HR services, including benefits, payroll, and employee expenses.

• Serve as a point of contact for HR third party providers, including PEOs and other external service providers, ensuring timely and accurate delivery of HR-related services.

• Maintain employee data and up-to-date personnel records in our HRIS, BambooHR, and ensure compliance with data protection regulations.

• Support employee time tracking activities and work with employees to ensure they keep their own leave records up to date (annual leave, sick leave etc).

• Support HR compliance processes as needed, ensuring adherence to legal requirements and company policies related to employment, benefits, and employment laws.

• Provide general administrative support to the Global People Lead, including responding to employee inquiries, managing HR-related communications, and assisting with HR projects as needed.

• Help coordinate meetings, training, and other HR events, preparing materials and organizing logistics as necessary.

Recruitment, Employee Onboarding and Offboarding Support (30%)

Support a variety of recruitment, employee onboarding and offboarding activities in collaboration with the Global People Lead. This will involve:

• Supporting hiring manager to prepare JDs and posting JDs on our website and other external advertising platforms.

• Scheduling interviews and providing other documentation as part of the recruitment process, including conducting pre-screening checks.

• Maintaining candidate statuses and communicating outcomes with candidates through our Applicant Tracking System.

• Support the onboarding process for new employees by preparing necessary documentation such as offer letters, hire packets and assigning onboarding tasks in our HRIS. Ensure completion of required forms/briefings/mandatory trainings and coordinating orientation/induction sessions with the hiring manager.

• Supporting the inductions for new employees on the use of various internal software and systems for example, our HRIS – Bamboo HR and Nexonia – our Expense system.

• Handle the offboarding process for departing employees, including coordinating final payments, scheduling exit interviews with the Global People Lead and ensuring the return of company property/assets.

Payroll, PEO & Benefits Administration Support (30%)

• Liaise with the finance department to ensure accurate and timely processing of payments and invoices related to employee compensation and benefits, ensuring they are aware of any changes.

• Work with PEOs and external vendors to manage payroll, benefits, and employee-related services, ensuring smooth and accurate operations – with support from the Global People Lead.

• Monitor PEO services and relationships to ensure service level agreements are met and work with the Global People Lead to address any issues or discrepancies.

• Support with coordinating benefits administration, including benefits enrolments, changes, and terminations, while fielding employee inquiries related to benefits and payroll in collaboration with the Global People Lead.

About you

We are looking for people with the right skills and competencies for the role, and who demonstrate personal qualities that are consistent with our values.

IBP’s Statement of Values is the expression of our core beliefs – those that define our priorities and goals, and in so doing, express our organizational identity and culture.  As staff of IBP, we believe in:

Transparency and accountability

Justice and equity

Excellence

Collaboration

Independence

Diversity, equity and inclusion

Democracy and human rights

Integrity and ethical behaviour

More details can be found on our website here.

Core competencies

Planning and Organisation

• Strong forward planning skills; able to understand the work priorities of the team and provide support as needed.

• Able to prioritise work based on monthly deadlines and deliverables, ensuring that important activities are completed and appropriate cover is in place for these activities during periods of leave.

Attention to detail

• Able to prepare, review and revise important employee documentation with minimal supervision.

• Ability to find and update information in both physical files and online personnel files within the HRIS quickly and efficiently.

Communication skills

• Strong communication skills; able to communicate effectively with colleagues across our global organization, via written emails, team channels/chats and in person meetings.

• Able to interpret information related to the employee lifecycle and effectively summarize as needed for different audiences.

Growth mindset

• Motivated to learn and willing to contribute to learning initiatives.

• Able to ask for help and assistance as needed; understanding asking for help is an important part of growth and development.

Personal Attributes

• Personal qualities of integrity, credibility and a commitment to and passion for IBP’s mission

• Highly flexible and adaptable to shifting environments and works very well under pressure.

Education and Experience

Essential

• Good spoken and written English, French is a plus.

• Good knowledge of payroll processes and compensation and benefits administration.

• Awareness of the employee lifecycle from recruitment through to offboarding, and the relevant activities undertaken within a HR/People team through this cycle.

• Excellent attention to detail and accuracy in handling sensitive information.

• Ability to maintain confidentiality and handle sensitive employee data with discretion

• Strong organizational skills with the ability to manage multiple tasks simultaneously.

• Strong communication skills and ability to interact with employees at all levels.

• Able to use Microsoft Office Suite (Excel, Word, PowerPoint) and other technologies with little support.

Desirable

• Qualification in Human Resources, Business Administration, or related field would be beneficial, but is not essential.

• Experience using a HRIS system to maintain employee data – use of BambooHR a plus.

• 1-3 years of experience in HR administration or a related role.

• Proficiency in maintain HRIS systems at the ‘Full Admin level’ e.g. managing settings in the HRIS.

• Experience managing PEO relationships would be beneficial.

What we do for you

Remuneration

International Budget Partnership is committed to providing competitive salaries, promotion opportunities, pension contributions and other benefits aligned with the country of employment.

Values and Culture

At International Budget Partnership, we take pride in our Values and how our staff have embraced them in all aspects of our work. We aim to foster a culture that acknowledges and celebrates our Values and worldwide accomplishments.

Work-life Balance

While our dedication to our mission is unwavering, International Budget Partnership also understands the significance of supporting our staff to maintain a healthy work-life balance. We do this by offering 24 days of annual leave (in addition to public holidays) and access to flexible work arrangements, including remote and hybrid working.

Professional Development

International Budget Partnership takes pride in being an employer that recognizes potential and invests in the growth of its staff. We are dedicated to fostering the professional development of our team members through:

• Empowering teams to engage in impactful projects that challenge and enable their growth, through hands-on experience.

• Regular performance management.

• Access to training and development opportunities.

• Regular Staff Workshops and for all team members to stay updated on organizational matters, receive training, and engage socially.

• Ad-hoc all staff retreat to build connections and bring people together at key moments.

Travel and Medical Insurance

When traveling for work, all International Budget Partnership staff members benefit from comprehensive travel and medical insurance coverage.

How to apply and key dates

Please complete the online application form, submit your CV and provide a cover letter that provides tangible examples of how your skills, knowledge and experience will support your ability to perform the key priorities outlined in the above job description (using no more than 750 words).

Deadline: 17:00 (BST) 20th November 2024. Interviews planned for 27th November.

Apply Now »