HR Officer – Payroll & Administration

HR Officer – Payroll & Administration

Application deadline closed.

Job Description

IMPACT Initiatives


We are currently looking for a Human Resources Officer to support the IMPACT Initiatives team in Geneva.

The Payroll & Admin HR Officer will guarantee all the HR administration activities, including but not limited to payroll preparation, follow up on new entries, administration of existing staff and exits/departures follow up.

The Payroll & Admin HR Officer will be supervised by the Unit Manager for Accounting and Payroll.

  • Title: HR Officer - Payroll & Administration
  • Duration: Open-ended contract
  • Start date: ASAP
  • Location: Geneva - International Environment House


The Payroll & Admin HR Officer will be supervised by the Unit Manager for Accounting and Payroll.


The Payroll & Admin HR Officer will guarantee all the HR administration activities, undertaking the following

1. Payroll preparation:

  • Process the payroll (Sage 50) by gathering and including all relevant information (unpaid leave, seniority, contract changes, deductions etc.);
  • Produce, file and send monthly payslips, yearly salary certificates and taxes certificates;
  • Prepare monthly allowance payments and benefits reimbursements for eligible country office based

2. New employees:

  • Send welcome emails to all new employee’s and ensure that their personal folders documentation is complete;
  • Register field-based employees with relevant insurances and pension scheme;
  • Register headquarters employees with Swiss social insurances and tax administration (when applicable)
  • Ensure headquarters employees have an authorisation to work in Switzerland, i.e. prepare work permit requests and follow up with OCPM and employees.

Staff admin follow up:

  • Review attendance-sheets of employees for completeness, accuracy and compliance with Impact policies;
  • Monitor and track leave balances such as annual leaves, Rest and Recuperation leaves, sick leaves, compassionate leaves and unpaid leaves and advise staff and management accordingly;
  • Keep up-to-date salary grids, staff follow-up tools and organigrams;
  • Compile and update employee records (hard and soft copies);
  • Update insurances upon contractual changes;
  • Follow up on dossiers with insurances (e.g. work accident declaration, request for maternity leave insurance), child benefits (Allocations Familiales), OCAS;
  • Follow up with OCPM the authorisations to work in Switzerland: renewals, departures, etc.

3. Exits/Departures:

  • Follow up on all necessary departure elements required for HQ and Field based staff: ensure preparation of exit forms and handovers, deal with administrative and legal formalities (attendance sheets, leave requests, insurances, work certificates etc.) and ensure the processing of last payments.

Minimum requirements:

  • HRSE certificate or brevet;
  • Previous experience in the preparation of payroll is required for this position;
  • Fluent in French and English;
  • Excellent working knowledge of Microsoft Office (Word, PowerPoint and Excel);
  • Ability to build rapport and trust within the organization and to manage competing demands in a timely manner;
  • Awareness when to refer non-routine inquiries to more senior colleagues;
  • Excellent communication skills, both verbal and written with the ability to listen and connect with staff deployed in the field.

Preferred requirements:

  • Previous knowledge of Swiss social insurances and labour legislation;
  • Previous experience or demonstrated interest in the no-profit sector;
  • Previous experience in the preparation of payroll for an international non-profit/non-governmental organization;
  • Payroll certification or certification in global payroll management or global operations.