View Vacancy - Human Resources Assistant

The Human Resources Assistant is responsible for carrying out the day-to-day functions and tasks set out in detail below under the guidance of the Human Resources Officer, as part of the Corporate Services Team’s (CST) goal to provide a first-class service in support of Embassy staff, their Sections and the Embassy’s wider objectives under the Country Business Plan. The jobholder will work in close co-operation with the HR Regional Hub and the HR Committee.

Roles and responsibilities:

Manage own time and workload effectively in order to deliver on the following roles and responsibilities of the job in line with the Corporate Services Charter:

-HR responsibilities

• Assist with the recruitment of staff into locally-engaged positions within the Embassy, e.g. by helping to draft job advertisements.
• As part of a comprehensive and inclusive Induction process for new arrivals/employees at the Embassy:

1. Liaise with the Hiring/Line Manager to obtain and/or put in place all necessary HR documentation for beginning employment at the Embassy including, as necessary, registration with the Mexican Ministry of Foreign Affairs (SER) and confirming permissions for employment with the Mexican Executive Office; providing Letters of Appointment and up-to-date TACOs; preparation and distribution of Payslips; and following up on security clearance processes.
2. Help ensure a positive experience and introduction to the Embassy for all new staff.

• Collect and provide information to the Regional HR Hub for Payroll and IMSS calculations.
• Handle routine HR enquiries in line with existing policy, in consultation with the HR Officer and the Regional HR Hub as necessary.
• Help keep HR policies up to date with UK and Mexico law, and in conjunction with the Legal Adviser.
• Manage the local HR Sharepoint site and ensure all information is kept up to date.
• Administer and safeguard staff Personnel Files.
• Actively contribute as a member of the HR Committee.
• Contribute, help and advise the Learning & Development Committee, as required.

-Financial/Budgetary

• Core Prism User, raising Requisitions and Receiving goods and services on Prism, and providing back-up as required.
• Assist with HR invoice processing and payment to Suppliers, and keeping abreast of Prism Chart of Accounts.
• Budget owner for Uniforms and Stationery, with responsibility for accurate forecasting and meeting spending targets.

-Stationery Supplies & Uniforms

• Identify future Stationery and Uniform needs of the Embassy according to consumption and stock.
• Compare quotations to ensure best value for money and low environmental impact.
• Purchase in line with P2P best practice.
• Organize stocks, maintain proper controls and distribute items according to need.

-Other, as required

• Translation of e-mails (Spanish/English and vice versa), as required.
• Prism Requisition training & support.
• Back-up HR Prism user.
• Other ad-hoc tasks as required by the Head of Corporate Services or the Deputy HCS.

-Learning and Development

• Develop and implement an effective and relevant personal Performance Development Plan (PDP) as part of the annual appraisal cycle.

-Corporate

• Active participation in the Embassy on a corporate level, including crisis and other corporate activities.
• All employees in the Embassy network are expected, as part of their job to contribute towards the corporate activity organisation

• Degree or equivalent in Business Management, Human Resources Management, Psychology or other related and relevant field; experience in project management.
• 1+ years professional work experience in Human Resources, Customer Services or General Management in medium sized or large companies.
• Good  Finance and IT Skills: Excel, Word, Outlook and PowerPoint.
• Excellent communication skills / customer service.
• Adaptability to work with other teams, some overseas.