HR Administration Manager

The Drugs for Neglected Diseasesinitiative (DNDi) is an international, not-for-profit research and development (R&D) organization that develops and delivers new treatments for neglected diseases affecting millions of the world’s poorest people.

Together with more than 200 public research and industry allies worldwide, we use the power of partnership, innovation, open science, and advocacy to find solutions to a great injustice: the lack of medicines for life-threatening diseases that disproportionately impact poor and marginalized people. Driven by collaboration, not competition, and by patients’ needs, not profits, we promote equitable access, foster inclusive and sustainable solutions, and advocate for a more effective global biomedical R&D system that meets the needs of neglected patients.

Since our inception, DNDi has delivered twelve new treatments for people with sleeping sickness, visceral leishmaniasis, Chagas disease, HIV, hepatitis C, and malaria that have saved millions of lives. We now aim to deliver an additional 15-18 new treatments by 2028 – addressing R&D gaps for neglected tropical diseases and viral infections, including new pandemic-prone diseases (such as COVID19) and climate-sensitive diseases (such as dengue) with a focus on the needs of patients in low- and middle-income countries.

With more than 250 employees of 33 nationalities located in nine offices on four continents, DNDi is committed to diversity, equity, and inclusion as essential parts of our culture and key drivers of our success. We encourage candidates of diverse profiles and backgrounds to apply.

The DNDi Strategy and Operations Department manages the DNDi corporate infrastructure globally (Finance; Human Resources; Information Systems and Technology; Legal Affairs; Alliance Management, Business Development, Procurement, Monitoring and Evaluation, and Facilities)) across its 8 locations. The Department plays a central role in DNDi’s compliance and performance and is the custodian of its Strategic Plan, its IST strategy, People Strategy, Diversity Equity and inclusion Strategy, and Code of Conduct.

Purpose of the position

The HR Administration Manager (HRAM) is responsible for the Human Resources Administration for the DNDi Geneva Office and primary focal point for Geneva based staff members on work life cycle areas such as: employee wellbeing, onboarding/offboarding, contract management, leave and absences management, HR digitalization, insurances, and general HR administration. The HRAM provides support to the Senior HR Administration and Payroll Manager on payroll, succession planning, consultants management and employee relations. The HRAM helps with the implementation of various HR services and implements DNDI’s HR policies and guidelines from an administrative perspective. The HRAM leads projects for HR Administration of DNDi Geneva or participates to broader HR projects and is a member of the HR Global team.

Specific responsibilities

Work Life Cycle

• Ensuring proper implementation of Employee lifecycle HR processes and rules
• Ensuring in time and compliant transition from candidate status to employee status
• Coordinating, in close collaboration with concerned managers, the onboarding of new employees in DNDi Geneva
• Coordinating HR induction (staff rules, insurances presentation, …), and ensuring proper communication to concerned internal departments for all other entry aspects (IT, keys etc.)
• Drafting and finalizing employment agreements and agency staff contracts inclusive of annexes, related amendments as well as all necessary supporting documents
• Draft job descriptions as required and keep updated job description templates.
• Coordinating various aspects of employee life cycle administration from employment agreement or agency staff contracts to work certificate, including management of personal folders (electronic & physical) / agency staff folders.
• Administrative organization of the offboarding.
• Managing holidays and special leaves.
• Managing family allowances.
• Liaising with the Senior HR Administration and Payroll Manager to ensure proper transmission and updates of all salary variables.
• Preparing and controlling the monthly payroll with the HR Senior Manager in collaboration with the External payroll provider
• Act as back up to Finance Team for collecting monthly timesheet and updating project and donor allocation of the staff under the supervision of the Finance department and the Senior HR Administration and Payroll Manager.
• Ensure all HR Administration related tools, mechanisms, and processes are in place.
• Assist locally hired employees and core consultants to understand HR policies and procedures and provide customized assistance.
• Make recommendations to update HR policies in accordance with DNDi’s global HR framework and local labors and employment laws.

Employee wellbeing

• Acting as point of contact for employee complaints, grievances, conflict situation, and general employee relations
• Management with the Senior HR Administration & Payroll Manager of the Psychological support with Mental Health support institution appointed by DNDi.
• Proposing and implementing various initiatives for staff wellbeing, representing Geneva HR Administration in the Wellness group.

Consultants

• Management of consultancy agreements and lifecycle with the Senior HR Administration and Payroll Manager

HRIS and HR database management

• Working on a daily basis on the maintenance of an effective HRIS.
• Responsible for the regular HR database management of the Geneva based staff members and consultants in the HRIS and other related tools.
• Extracting various reports for Geneva HR administration purposes (internal, for SharePoint, for external audits) and liaising with teams in the organization for their information needs.

Additional /specific/projects responsibilities

• Organize trainings and information sessions for Geneva employees on various topics, together with the Senior HR Administration and Payroll Manager
• Lead projects for the HR administration in Geneva and can be assigned to lead specific global projects and initiatives.
• Participated in the Geneva benchmarking projects.
• Support in DNDi re-organizations or team changes by ensuring all changes are applied in systems and documents
• Acts as back -up to other members of the Geneva team at request and may on occasions be involved or lead recruitments and other related business partnering roles.
• Lead in the organization of social events with the support of the Facility Team (Birthdays celebrations, Students at work, Christmas Kids Party, …)
• Supporting implementation of new HR guidelines and proper follow up of existing ones
• Liaise and cooperate with several areas such as CQA, Finance, IST to provide information for various requirements and others HR related needs.
• Ensuring Senior HR Administration and Payroll Manager backup with the assistance of the external payroll provider.

Reporting line

• The HR Administration Manager reports to the Senior HR Administration and Payroll Manager, and collaborates with the Geneva Local HR team, and the Global HR team.

Interactions

• Works with several teams and departments including GARDP and DNDi Offices.
• This role has a representational role through the promotion of programs and maintain productive relationships by projecting the image of a credible partner.

Job requirements

Skills and attributes

• Strong ability to use initiative, prioritize, multi-task, and work well under pressure to meet deadlines
• Clear and systematic thinking that demonstrates good judgment and problem-solving competencies
• Strong communication skills in multicultural, multi-lingual environments
• Strong ability to work effectively as part of a multicultural team
• Well organized and structured
• Strong analytical skills
• Strong ability to provide high level support in project/program delivery
• Strong ability to manage medium/large projects with budget management
• Strategic thinking and leadership abilities
• Strong management, negotiation, and advocacy skills
• Has autonomy for taking actions and decisions
• Strong ability to interact with external stakeholders
• Lead and motivate a small team for optimum performance, supervising junior staff

Technical skills

• Good knowledge of the Swiss Labor law

Experience

• Minimum 6 years’ relevant experience in which at least 4 years at Senior Officer level
• Proven ability to work effectively in a team environment and matrix structure
• Experience of working in public and private sector is highly desirable

Education

• Advanced post graduate degree or graduate degree with equivalent in experience to reach Master level
• HR Assistant Swiss Federal Diploma or bachelor’s degree in human resources or related field

Other requirements

• Fluency in English and French.
• Proficiency in local languages desirable
• Very good knowledge of Microsoft Suite

Other information

• Status: Open-ended – Employee position

To apply

• Please submit your application using the online form
• Deadline for application: accepting applications until 31 August 2023
• Only shortlisted candidates will be contacted
• Application submission for this position may close early if we have enough suitable applicants