HR Administrative Assistant - International

at  Mennonite Central Committee

QUALIFICATIONS

All MCC workers are expected to exhibit a commitment to: a personal Christian faith and discipleship; active participation in a Christian church or Christian community; and nonviolent peacemaking. MCC is an equal opportunity employer, committed to employment equity. MCC values diversity and invites all qualified candidates to apply.

Essential

• High School diploma required
• 3-5 years of experience in office administration.
• Computer skills in MS Office and HRIS.
• Superior written and verbal communication skills, including the use of diplomacy and discretion.
• Exceptional organizational skills and successful management of deadlines and changing priorities.
• Highest regard for the protection of confidential information and high standards of ethics to handle sensitive information and situations.
• High attention to detail and commitment to accuracy.
• Police record check

Preferred

• Relevant post-secondary education
• Previous experience in Human Resources
• Experience supporting professionals
• Basic understanding of French and/or Spanish
• Prior MCC experience

LOCATION DESCRIPTION

Winnipeg is a city of approximately 835,000 people located on the Red River, 112 kilometers north of the U.S. border. Being near the centre of Canada, it is a major transportation hub. The city’s population is diverse and has the largest urban Indigenous population in Canada. English is the most common language spoken in Winnipeg, while also being home to a large francophone population. Tagalog, German, Mandarin or Cantonese, Ukrainian and Punjabi are other top languages spoken.

Contact/Relationships:
This position requires the incumbent to act as a resource for and may have regular contact with, applicants, staff, management, and constituents. The incumbent must be knowledgeable in MCC policies and procedures.
Supervision:
No supervisory duties.
Complexity/Competencies:
The duties are diversified and include efficiency in resources, scheduling, organizational skills and detail work, ability to interact extensively with all levels of personnel and interpret policies. Prepares work for the approval of the HR Manager – International, HR Specialist, and the HR Senior Director.
Independent Action:
The position requires the incumbent to work independently as well as with external candidates, MCC staff, management, and other members of the HR network. The majority of the time in this position is spent multi- tasking with frequent interruptions. The assignments are basically administrative and require a high level of discretion, judgment and, sometimes, modifications. Responsible for prioritizing workload to meet required deadlines.
Initiative and Ingenuity:
This position requires the incumbent to keep personnel information confidential and build and maintain interpersonal relationships with applicants, HR team members and staff/managers throughout MCC. The incumbent must take initiative and possess creativity and ability to synthesize/analyze and share complicated information. Organize the team.
Communication/Interpersonal Skills:
The incumbent is required to provide (and collect) sensitive information and ensure timely communication to everyone involved in the relevant staffing or recruitment process. The position is required to direct the flow of information to multiple people and assists in resolving issues as required.
Excellent oral and written communications skills are needed for persuasion and skilled responses.
Mental/Physical/Visual Demand:
This position exposes the incumbent to a frequent demand for exacting information and will often require extensive concentration.
End Result:
This position serves multiple departments, national, provincial offices, applicants and constituents. It directly impacts International Program, the HR Network, MCC Canada and indirectly impacts the whole organization.
Major Responsibilities:
85% Administrative

15% Relationship building

• Ensure that the Gospel of Jesus Christ is exemplified in the performance of all job responsibilities and through personal example.
• Model nonviolent peacemaking through daily interactions with staff and the public.
• Participate in a local church and gatherings, being willing to use their gifts within the local faith community.
• Participate in regular staff meetings, spending time in devotions and prayer with all in attendance.
• Provide direct administrative support to the HR team servicing the International Program of MCCC
• Post and maintain job vacancies for International Staff positions for Canada-managed programs on MCC’s internal websites, external resources and utilizing any other advertising options.
• Generate Record of Agreements (ROAs) and letters of guarantee, as required.
• Assist with HRIS processes, as required.
• Provide support to HR staff supporting MCC’s IP during their travel.
• Create and maintain electronic medical files for MCC Canada (MCCC) International Program (IP) International Staff, Canadian SALTers, and YAMEN participants.
• Process and provide support during the onboarding process for MCCC International Staff, Canadian SALTers, and all YAMEN participants.
• Assist in managing benefits for MCCC International Staff, Canadian SALTers, and YAMEN participants.
• Consult with Program and Financial Services administrative staff regularly to ensure consistent and coordinated flow of information between departments.
• Prepare letters and other communications as requested (including MCC employment verification letters, health verification letters, and OAS/CPP verification letters for Canadian alumni).
• Manage electronic files for consultants hired by Shared Program (Canadian and non-North American citizens).
• Primary point person for contact requests for IP alumni, according to privacy and confidentiality regulations.
• Follow MCC’s established procedures for archiving MCCC HR’s hard copy documents and files for IP.
• Other duties as assigned.