Temporary operational assistant - HR M/F

This is an interim position with rapid onboarding.

Accountabilities :

• Perform and execute various administrative and operational tasks related to the organisation of the elections of the Staff Representatives, including (but not limited to):
  o acting as administrative support to the Election Committee Secretariat, including assisting with the drafting, formatting and finalisation of minutes of Committee meetings.
  o preparing, publishing and updating official announcements, circulars and intranet articles related to the electoral process (e.g. call for candidates, voting instructions, updates, reminders).
  o compiling, verifying and maintaining voter lists and candidate submissions, supporting the review of candidatures, and coordinating follow up with candidates when clarifications are required.
  o coordinating the logistical preparation of Election Committee meetings (distribution of documents, agenda support, access rights management to shared workspaces, archiving of minutes and calendars).
  o preparing communication materials and ensuring timely publication on the intranet.
  o supporting the use of the electronic voting platform (Polyas), including handling practical queries, monitoring technical incidents, and liaising with stakeholders when issues arise.
  o assisting in the management of complaints and queries from staff during the election period, ensuring proper registration, follow up and transmission to the Committee and Legal Secretary).
• Support the lawyers in the day-to-day operational and administrative matters for the unit : prepare documents, take photocopies and handle various administrative requests in line with the Division's operational needs and in compliance with the company's procedure.
• Maintain proper record/documentation and data quality (e.g. preparation and filing of documents related to the HR internal procedures manually and electronically, maintenance of databases) subject to the highest degree of confidentiality.
• Coordinate reporting process for the Division- send reminders/requests to collect data, follow up on timely reception, centralize responses ensuring completeness of information.
• Cooperate with the other assistants in the Directorate and provide back-up as necessary.

Qualifications:

• Secondary level education, complemented with a 2-year certification in a relevant field (accounting, legal, business administration) or secondary level education with equally qualified experience in a relevant field.
• At least 3 years relevant experience within a HR/legal administrative function handling confidential and legal matters.
• Ability to maintain and ensure respect of confidentiality is mandatory.
• Detail oriented, strong analytical thinking and effective skills in organising, prioritising, scheduling and planning work.
• Excellent knowledge of the company's standard computer tools, particularly GED and MS Office tools (Word, Excel, Powerpoint).
• Excellent command of English and French. Knowledge of other European Union languages would be an advantage.