Human Resources Assistant - Stockholm

The Human Resources and Organizational Development (HROD) Unit provides the organization with both strategic and day-to-day HROD support. The ability of the HROD team to perform and to act as role models of integrity and stability is key to its reputation and success within the organization. They operate in compliance with organizational rules and regulations and actively contribute to the overall smooth running of the Executive Division, working in a collaborative manner with other team members and ensuring the timely and accurate provision of expert information to the organization.

The success of International IDEA is dependent on a capable and highly qualified workforce that is multi-skilled, diverse, mobile, and able to work across disciplines. The Human Resource Assistant will perform administrative tasks and services to support effective and efficient operations of the HROD unit by contributing to key HROD support solutions, specifically through reviewing a range of HR processes, establishing requirements, and developing effective solutions through revised policies, procedures, and reporting, applying HROD management principles to produce effective work processes. In this role s/he assists in keeping the organization updated and informed of HROD processes that support and guide people management and decision making, to help create a high-performance, sustainable organization that meets its strategic and operational goals and objectives. S/he plays a critical role in supporting the Employee Experience Officer in ensuring impactful employee life cycle services for the staff member journey, end-to-end.

Duties and Responsibilities

- Contributes to the induction process to ensure effective onboarding of new employees to the organization; Communicates to new employees on frequently asked questions, key policies and procedures, and mandatory training; Supports follow-up on the probationary process with both Line Managers and new employees;

- Assists in the review of assigned processes, policies and procedures, and contributes to the design, development, and/or modification of complementary practical tools (guidelines, templates, etc.) to provide efficient and transparent HR work processes that are communicated across the organization; Assists in conducting research and contributing to the drafting of briefing notes on assigned processes, policies and procedures;

- Supports with oversight of compliance training and identification of staff learning and development needs;

- Assists in guiding staff members and managers through the operational milestones of the employee life cycle from induction to separation;

- Assists with the preparation of HROD metrics and quarterly reports;

- Supports the timely communication of relevant HROD information and updates to the intranet;

- Assists with the process of contract extensions;

- Maintains accurate and up-to-date employee personnel records in the ERP system ensuring confidentiality, performing periodic audits to ensure that all required documents are collected and filed appropriately;

- Supports employee offboarding with required paperwork, formalities, and associated reports;

- Supports specialized human resources projects with planning and execution and contributes to employee engagement initiatives.

Communication and Interpersonal Skills

- Excellent verbal and written communication skills; Excellent organizational skills and attention to detail;

- Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy;

- Liaises regularly with all internal and external stakeholders involved in his/her projects;

- Acts in all assignments with personal energy and engagement;

- Fluency in written and oral English is required; Any other widely spoken language in an International IDEA priority region (Arabic, French and Spanish) is desirable.

Education and Experience

- High school diploma and preferably a business or HR certification/diploma; University background is considered an advantage;

- A minimum of two (2) years working experience in the field of Human Resources is required;

- Excellent knowledge of Microsoft Office package (including MS word, excel, and PowerPoint) is required; Experience in data analysis and reporting, ERP systems, and uploading content to organizational Intranet systems considered advantageous;

- Experience of working in an international context, e.g., in an intergovernmental organisation, is considered an advantage.

Please note as this is a local post, International IDEA will bear no costs relating to the relocation of the selected candidate to the duty station. This position is open to those legally authorized to live and work in Sweden.