The ICRC opened an office in Tokyo in February 2009. Because of Japan’s status and influence on the international stage, its efforts to promote peacebuilding and key contributions to international aid activities, the ICRC considers Japan a strategic partner in championing support for principled humanitarian action. The ICRC in Japan engages with ministries, academic institutions, and other key influential actors to cultivate support for IHL and address global humanitarian concerns. It works with the Japanese Red Cross Society (JRCS) in better positioning the Movement, joint operations and in mobilizing public support for the Red Cross, and in increasing the number of Japanese delegates joining the ICRC operations worldwide, by maintaining close links with government officials, parliamentarians, governors, city mayors, JICA and the humanitarian community.
• The Human Resources & Welcome Officer (HRWO) is responsible for staff administration within the delegation. The position provides HR services in line with ICRC’s and the delegation’s policies and the applicable laws and regulations in Japan.
• The HRWO is responsible to plan, organize, and implement the HR activities in the Japan ICRC Delegation.
• Under the supervision and guidance of the Head of Delegation and the functional support of the Human Resources Partner and the Finance and Administration Manager, s/he is responsible for the overall implementation of the ICRC People strategy.
• S/he brings insights on HR matters, provides professional HR services and advice, ensures needs are translated into HR objectives and ensures HR strategies are aligned to the strategic objectives to enable responses to operational needs and challenges.
• The HRWO supports managers and all staff to respond appropriately to operational needs and challenges in all people management related matters.
• The HRWO position is also responsible for Welcome tasks and support to HoD/mobile and resident staff within the delegation.
• Internally, interacts with the Head of Delegation and with all the delegation’s staff, as well as with the regional support teams in Bangkok, Manila and Geneva.
• Externally, interacts with labor authorities (Ministry of Health Labor and Welfare) and service providers (e.g. various consultants, legal attorney, etc.).
• Understands and adheres to the seven Fundamental Principles of the International Red Cross and Red Crescent Movement.
• Understands and adheres to the ICRC Code of Conduct (CoC), related operational guidelines and policies.
• Understands the roles of the components of the International Red Cross and Red Crescent Movement.
• Respects and observes staff regulations and security rules at all times.
• Represents the ICRC in a professional manner at all times.
• Develops and maintains a pleasant and conducive working environment with colleagues and line managers.
• Performs all duties with the highest level of confidentiality in the interest of the employees and the ICRC.
• May be asked to perform tasks not covered in this job description and to provide support to other departments when necessary.
ACCOUNTABILITIES AND RESPONSIBILITIES
• S/he actively participates in the reflection, analysis and understanding of the working environment, giving feedback & insight on the potential impacts of HR decisions or requirements to the HoD and/or HR Partner.
• Ensures that legislations, Staff Regulations and HR policies are applied correctly and updated effectively.
• Contributes to drafting local staff policies/HR tools (including salary, promotion, staff files and medical files) and is responsible for their implementation.
• Implements the HR projects and initiatives in the field.
• Supports line managers in their managerial responsibilities.
• S/he is the HRSpace focal-point, (hr-admin-extended role and PMD administrator).
• S/he is responsible of all compensation and benefit related files: preparing the monthly payroll, annual salary review, review of benefit like medical coverage and pension fund.
• S/he is responsible of staff’s workhour management including overtime, absences and holiday balance.
• Ensures recruitment is in line with the Japanese legislation and the ICRC policies.
• Provides onboarding and integration trainings to new employees.
• Provides empowerment and learning-and-development services to employees.
• Ensures the adequate management of all information related to HR stored in document archiving and digital database, and proper reporting on the implementation of set objectives.
• Carries out administrative follow-up on HR-related issues (conflict management, etc.).
• Is in charge of HR marketing activities contributing to the delegation and regional strategies in that regard (recruitment campaigns of Japanese delegates for ICRC delegations overseas).
• Maintains a network of contacts with delegates of Japanese nationality and with Japanese nationals interested in joining the ICRC.
• Represents the delegation in HR marketing events and performs presentations as required.
• Supports the organization of events in Japan and at regional level to promote the ICRC work.
WELCOME (MOBILITY MANAGEMENT) TASKS (40%)
• S/he oversees the Welcome and related administrative activities.
• Organizes transportation and accommodation for staff and guests in accordance with ICRC Travel Policy and other applicable rules.
• Interacts with relevant authorities regarding certificates, visas, permits, etc.
• Organizes communication flow between ICRC offices regarding staff travel.
• Keeps all appropriate databases up to date on staff members, missions and other travel, document validity, residences, and any other relevant information (airlines, telephone numbers, etc.)
• Organizes welcome files the briefings of programs for new employees and visitors.
• Managements of travel and visa arrangements for Japanese staff on overseas assignment in coordination with HR Shared Services.
• Managements of import & export procedures in relation to personal effects of Japanese staff on overseas assignment.
• Follows up on all work-related messages and correspondence with the relevant contacts and departments.
• S/he understands the delegation’s objectives and has a good knowledge of the Movement and other contacts relevant to the position.
• Represents the ICRC in an appropriate way during activities, in meetings and in the field, and avoids any activity that may reflect negatively on the ICRC’s image.
• Takes responsibility for their own professional learning and development.
MINIMUM REQUIRED KNOWLEDGE AND EXPERIENCE
• Minimum of a bachelor’s degree or equivalent in HR, Business Administration or Organization Development or similar
• Fluent command of English. French is an asset.
• Computer proficiency with excellent skills in a Microsoft Windows environment and in Human Resources Information Systems (HRIS).
• 2-3 years’ work experience in a similar function.
• In-depth knowledge and experience of HR-good-practices, knowledge of HR systems and databases.
• Knowledge of Japanese employment law, HR administration, workforce and organizational planning, compensation and benefits, recruitment, selection and staffing, performance management, learning and development, employee relations, staff health and safety, and employee engagement.
• Excellent interpersonal skills.
Application deadline: Sunday, 11th December 2022