HR Coordination Assistant

at  Manpower

ACCOUNTABILITIES:

Execute standard tasks of processes mainly related to administrative or light project management support for the Coordination division.

• Administrative support to the HR Procurement team, including:

o Follow-up of the signature process and sending (electronic and by courier), filing and archiving of all HR contracts, Framework agreements, call-offs and addenda;
o Enter all HR contracts/Framework Agreements into PeopleSoft Financials;
o Regularly update the Procurement Dashboards and coordination tracker;
o Prepare a report of all HR contracts on monthly basis;

o Monitor and maintain the team mail inbox (filing/archiving)

• Support activities in the areas of Purchases:

o Create requisitions.

o Manage invoicing cycle in PeopleSoft Fin.

• Administrative support for the division: organise meetings, collect agenda inputs, draft presentations, prepare minutes.
• Handle “Request your HR Accesses” tickets on SmartIT; review “HR Shared mailboxes” + “HR Outlook Distribution Lists” requests and implementing an annual control on them; support the GED coordinator in the managing and updating the Institutional Workspace (GED)
• Act as a back-up of other operational assistants in the division to ensure business continuity during (un)planned absences.
• Support the Communications and Events team, where needed: prepare online communication (intranet), draft/amend HR materials (e.g. presentations, emails etc.
• Provide support with tasks such as archiving, document management, managing translations.

QUALIFICATIONS:

• Secondary level diploma, completed with a 2-year certification in a relevant field (e.g. HR, business administration) or secondary level diploma with equally qualified experience in a relevant field.
• Minimum of 3 years’ experience in a secretarial or operational position in a relevant field, preferably in a customer-oriented service or in a human resources environment.
• Very good verbal and written English language skills and preferably a good command of French
• Knowledge of (public) procurement standards would be advantageous.
• Diligence and ability to self-organise and work across a wide range of topics and teams
• Very good knowledge of standard IT & office tools (particularly Powerpoint, Word, Excel and Outlook).
• Knowledge of the Bank’s IT tools, specifically GED (OpenText), would be an advantage.
• Good understanding of the Bank’s operating methods and its procedures will be considered an asset.

PURPOSE:

Executing administrative tasks to support the activities of the HR Coordination division, achieving a good balance between quality of service and speed of delivery and therefore contribute to the smooth running of the service.

Execute standard tasks of processes mainly related to administrative or light project management support for the Coordination division.

• Administrative support to the HR Procurement team, including