Human Resources Associate / HR Associate
Department: HIAS Austria
Location(s): On-Site - Vienna, Austria
ORGANISATION: HIAS RSC Austria
TITLE: Human Resources Associate / HR Associate
REPORTS TO: HR Manager
LOCATION: Zagreb (Croatia) or Vienna (Austria)
Purpose of the role:
To provide varied professional and efficient support to the human resources team.
Responsibilities:
1. Support the recruitment process by drafting job postings and publishing them on the recruitment platform, researching new ways to recruit candidates, conducting initial reviews of job applications, sending screening emails and managing applicant correspondence, scheduling and coordinating job interviews, initiating pre-employment checks, playing an active role in recruitment interviews depending on the role, and sending regular post interview and selection correspondence.
2. Act as one of the main administrators and first level support for the time and vacation system and assist staff with routine questions and issues.
3. Create staff timesheets for HQ.
4. Support the coordination of processes for new starters and leavers (on-boarding and off-boarding), ensuring all steps are complete on time and to a high standard and prepare the necessary documentation.
5. Maintain accurate and up-to-date human resource files, records, and documentation and update the HR Databases as needed.
6. Respond to frequently asked questions from applicants and staff related to policies, benefits, hiring processes, etc. and provide support to employees in various HR-related topics.
7. Take detailed minutes for management, all staff or other departmental meetings as required.
8. Create, develop, deliver and update trainings, e-courses, learning and informative materials and quizzes/surveys on a variety of areas and subjects with the help of the HR Manager or other managers.
9. Use the learning management system (LMS) as one of the main administrators by creating users and groups, providing first level support, organizing training campaigns, enrolling employees, maintaining training records and tracking completion of trainings, evaluating training effectiveness through the analysis of data and employees’ feedback.
10. In coordination with the HR Manager, organize and facilitate training sessions and support the staff evaluation performance process as needed.
11. In coordination with the HR Manager, plan staff activities which promote a sense of community within the office.
12. Produce routine HR reports and draft staff letters and similar documents as needed.
13. Support HR related data analysis and gather and analyze data with useful HR metrics.
14. Support the creation of new reports (ex. FINK report, MEAL report) and surveys.
15. Communicate with external suppliers / vendors / institutions as needed and support the HR manager in evaluating suppliers and new services.
16. Proactively seek out additional tasks and projects that would support the HR team.
17. Any other ad-hoc duties and projects as organizational needs dictate or as requested by the HR manager.
Key skills and attributes:
1. Professional fluency in English.
2. Knowledge of German and/or Croatian will be considered a plus.
3. Prior administrative and HR experience in a diverse working environment.
4. A flexible, mature and professional attitude to work.
5. Highly organized and able to manage multiple, conflicting priorities.
6. Strong planning skills – able to think ahead to likely future requirements.
7. Excellent problem-solving skills – able to find information required to make decisions confidently.
8. Strong attention to detail – able to understand contracts and supplier agreements.
9. Discreet and highly professional.
10. Able to use judgment in deciding whether to escalate an issue.
11. Creative attitude / Able to create learning content and facilitate training sessions.
12. Excellent communication and people skills.
13. Good knowledge of employment and Austrian/Croatian labor law to ensure compliance with labor regulations.
14. Understanding of general human resources policies and procedures.
15. Good knowledge of MS Office; HRIS systems will be considered a plus.
16. Knowledge of Camtasia, iSpring Suite or similar software will be considered a plus.
All applicants should have the legal right to live and work in Austria without additional support.
Compensation for this position is minimum 2700 euro monthly in accordance with all standard Austrian legal and tax deductions.
This position is 100% in office and remote work is not possible, however a flexible time schedule is available internally.
This position is subject to the availability of donor funds.
DISCLAIMER:
This job description is intended to describe the general nature and level of work being performed. It is not an exhaustive list of all responsibilities, duties, skills required or permanent location. Location is subject to change based on programmatic needs. Flexibility is essential as we grow and develop. The successful candidate must be comfortable in a fast-paced, changing work environment with many crucial deadlines. All team members may be required to perform duties outside of their normal work hours of responsibilities as needed.
ABOUT US:
Over one hundred years ago, the Jewish community founded HIAS (originally the Hebrew Immigrant Aid Society) in New York City, the immigrant gateway to America. Supporting Jews fleeing persecution and poverty in Eastern Europe, our founders were guided by the traditions, texts and history of the Jewish people—a history of oppression, displacement and diaspora. HIAS has since helped generations of Jews facing violence because of who they were, and HIAS remains committed to helping Jewish refugees anywhere in the world. Today, our clients at HIAS come from diverse faiths, ethnicities and backgrounds, as do our staff. We bring our experience, history and values to our work across five continents, ensuring that refugees today receive the vital services and opportunities they need to thrive.
HIAS is a learning community, committed to diversity and inclusion. We do our work with integrity, accountability, transparency and a commitment to the highest ethical standards. We seek employees from diverse backgrounds and life experiences to join our teams located in the United States and across the globe. People who identify as BIPOC, people with disabilities, people from the LGBTQ+ community and people with lived experiences of forced displacement or immigration are all encouraged to apply. We are committed to building a diverse workforce that reflects our vision, mission and values.
The HIAS Resettlement Support Center (RSC) processes refugee cases for resettlement to the US through a contract with the US State Department.
VISION:
HIAS stands for a world in which refugees find welcome, safety and opportunity.
MISSION:
Drawing on our Jewish values and history, HIAS provides vital services to refugees and asylum seekers around the world and advocates for their fundamental rights so they can rebuild their lives.
VALUES:
We Welcome the Stranger
We Pursue Justice
We Approach our Clients with Empathy
We Believe in Changing the World through Partnership
We Act with Courage to Build a Better World
We Adapt and Thrive, Continuously Demonstrating our Resilience
DIVERSITY:
HIAS is committed to a diverse and inclusive workplace. All qualified applicants will be considered for employment without regard to race, color, national origin, ethnic background, ancestry, citizenship status, religious creed, age, sex, gender, sexual orientation, physical disability, mental disability, medical condition, genetic information, marital status, registered domestic partner or civil union status, familial status, pregnancy, childbirth, military status, protected veteran status, political orientation or other legally protected status.
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