Job description

Role

The HR Assistant supports the Human Resources team in administrative and operational tasks related to employee management and HR processes. He/she is responsible for managing personnel files, monitoring absences and leave, administering benefits and coordinating induction activities. He/she will also provide support for the payroll process, collecting and checking variable elements and carrying out administrative follow-up. In addition, the HR Assistant is responsible for managing the company's fleet of vehicles, ensuring their proper use and maintenance. He/she plays a crucial role in maintaining compliance, ensuring smooth internal communications and supporting employees in their administrative tasks.

Duties and responsibilities

Personnel administration :

- Prepare and manage administrative documents (contracts, amendments, certificates, etc),

- Keep personnel files and HR databases up to date,

- Ensuring that information complies with internal policies and legal regulations,

- Answering employees' questions on internal policies, leave and administrative processes.

Leave and absence monitoring:

- Managing and monitoring requests for leave, absences and sick leave,

- Updating leave monitoring reports and alerting the Chief Human Resources Officer to any anomalies.

Recruitment and integration of new employees:

- Managing and monitoring the administrative stages of the recruitment process, downstream of the input from recruiters and accounts,

- Prepare the induction of new employees, ensuring that they have all the necessary materials and information about their role and the organisation.

Payroll administration and support:

- Collecting and checking variable payroll items (overtime, bonuses, absences, etc.) and processing them in collaboration with the payroll officer),

- Assisting the HR team with pre-payroll checks and ensuring that items are correctly integrated into the payroll software,

- Answering employees' questions about payslips and deductions.

Vehicle fleet management:

- Ensuring the administrative management of the company's vehicle fleet (insurance, registration, maintenance),

- Monitor vehicle allocations and returns, updating the user database and payroll software,

- Coordinating regular maintenance and repairs where necessary,

- Monitoring and checking vehicle-related costs (fuel, tolls, etc.), ensuring that they are used correctly.

Performance management support and training:

- Help prepare annual appraisals and consolidate results,

- Participate in the organisation of training sessions and their logistics (booking with service providers, etc.).

Profile

Technical skills

- Good command of office automation tools (MS Office) and HR and payroll software,

- Basic knowledge of payroll management and social regulations,

- Administrative document management and filing skills,

- Fluency in French (CEFR: C1), English (CEFR: B2), any additional language is an asset.

Soft skills

- Organised and rigorous in managing files and priorities,

- Excellent interpersonal and listening skills,

- Discretion and respect for confidentiality,

- Proactivity, adaptability and ability to work as part of a team.

Education required

- Bachelor's degree in HRM, or equivalent via experience.

Years of experience required

0-3 years

NOTE: on-site work is mandatory during training period (3 to 6 months) then hybrid (remote 3x/week)