HR Assistant (fix-term)

Open Society Foundations
  • Location
    Berlin, Germany
  • Sector
    Non Profit
  • Experience
    Mid Career / Advanced
  • Posted
    Jan 12

Position description

HR Assistant (fix-term), Human Resources, Berlin, Deadline: 01/17/2019

The Human Resources (HR) team, comprised of 45 members, sits in our Berlin, London and New York offices and supports OSF staff across the global network of foundations, in over 40 countries. The team is comprised of generalists spanning the North America, Latin America, Europe, Eurasia, Middle East, Africa, South West Asia, and Asia Pacific regions, as well as HR specialists comprised of Talent Development, Human Resources Information System (HRIS), Compensation & Benefits, Diversity and Inclusion, and Recruitment.

Job Profile

The HR Assistant will report to the London based HR Project Manager. They will be based in Berlin and primarily focusing on supporting the next phases of the Budapest relocation project.

Specific tasks include, but are not limited to, updating trackers, liaising between the HR Project Manager and the Recruitment Project head, drafting contracts using templates, meeting scheduling and coordination, ensuring a positive employee experience and providing administrative support. The HR administrator will be a part of a project team and must work collaboratively with colleagues to ensure that all logistical needs are met.

More specifically the HR Assistant will:
  • Serve as point of contact for employees, acknowledge receipt of employee election forms and files
  • Updating trackers related to relocations, resignations and provide relevant information to the recruitment team
  • Maintain the filing system for the project
  • Drafting offer letters. contracts and severance agreements using templates and information provided
  • Chase employee election forms not received
  • Monitor HR inbox and escalate queries to the Project Manager
  • Assist with FAQs
  • Provide weekly statistics
  • Liaise with vendors and service providers on relocations, housing and other project related matters
  • Make all logistical arrangements - diary management, room bookings etc.


Candidate Profile

We're seeking a dynamic and creative assistant who brings a level of enthusiasm, motivation, and curiosity to the project team and takes pride in providing excellent customer service to internal and external stakeholders.

The ideal candidate will also have:
  • experience making administrative and procedural decisions and judgments on sensitive and confidential issues
  • administrative experience at a large and complex organization
  • fluency in written and spoken English and German is required
  • demonstrated understanding of the importance of internal and external customer service focus and cross-cultural sensitivity
  • experience with handling financial matters such as invoicing and expense reporting; experience with NetSuite, Concur and/or Salesfore is a plus
  • experience with software tools, e.g., Excel, Word, and PowerPoint. Familiarity with social media
  • demonstrated proactive attitude and attention to detail
  • strong understanding of cultural differences and the proven ability to build and maintain relationships with a wide range of people from diverse backgrounds within a complex organization; experience in an international organization is a plus
  • the ability to deal with employees sensitively in challenging situations and maintain confidentiality.


Duration: temporary for 6 months (with a possibility of extension)

Application instruction: Please submit a CV

Competitive rates of pay apply.

We are strengthened by the diversity of our colleagues across the Open Society Foundations. We welcome applications from people of all cultures, backgrounds, and experiences, and are committed to providing reasonable adjustments so that colleagues with disabilities are able to fulfill the essential functions of the job.
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