P&C Assistant

The P&C Assistant provides technical and administrative support to human talent management processes for the Colombia–Venezuela response, focusing on document management and compliance with institutional and donor standards. Responsibilities include recruitment support, personnel administration, document control, and contributing to organizational culture and wellbeing initiatives.

Responsibilities

• Provide comprehensive support to recruitment and selection processes, coordinating operational and administrative activities under the guidance of the People and Culture Manager and ensuring compliance with IRC policies, procedures and standards.
• Coordinate scheduling of interviews, tests, calls and other activities related to selection processes, following up timely with candidates and hiring teams.
• Prepare, consolidate and maintain updated documentation and records related to recruitment and selection processes, including minutes, tracking matrices, databases and reports.
• Manage and follow up on the ATC process for workers, consultants, volunteers and other third parties, ensuring compliance with established requirements.
• Verify, collect and validate documentation required for hiring, renewal and linking of personnel and third parties, ensuring integrity, validity and conformity of files.
• Administer and maintain updated physical and digital files of selection and hiring processes, ensuring correct classification, traceability, confidentiality and availability of information according to institutional, legal and donor requirements.
• Perform periodic quality control of documentation to ensure personnel files are complete, updated and ready for internal and external audit processes.
• Coordinate administrative aspects of induction and re-induction processes, ensuring preparation of documentation, records and follow-up of corresponding activities.
• Support preparation and follow-up of purchase requests (PR), payment forms (PRF) and other administrative documents required by the People and Culture area.
• Manage preparation, updating and filing of work certificates, communications and other documents related to personnel administration.
• Follow up on receipt and organization of documents related to personnel changes, hiring, renewals and contract terminations.
• Be responsible for comprehensive administration of physical and electronic People and Culture files for Colombia and Venezuela, ensuring compliance with labor legislation, organizational policies, donor requirements and audit standards.
• Implement document controls to ensure traceability, consistency and proper preservation of labor information throughout the employee lifecycle.
• Keep updated files of employees, volunteers, consultants and third parties, periodically verifying existence of mandatory documents and alerting about expirations or missing information.
• Prepare and consolidate documentation and information required for audits, internal reviews, compliance processes and institutional requirements.
• Administer and monitor the process of collecting, validating and filing personnel timesheets, ensuring compliance with institutional policies and donor requirements.
• Follow up with employees, supervisors and involved areas to ensure timely and correct delivery of timesheets.
• Ensure all timesheets and related supports are duly signed, organized and filed according to established procedures.
• Manage and file documentation related to separation processes, including exit interviews, settlements, clearances and other required supports, ensuring integrity and preservation of files.
• Plan, organize, direct, develop and apply the Occupational Health and Safety Management System (SG-SST) and conduct at least annual evaluations.
• Inform senior management about the functioning and results of the SG-SST.
• Promote participation of all company members in SG-SST implementation.
• Coordinate with area heads the preparation and updating of hazard identification matrices, risk assessment and prioritization for intervention focus.
• Validate or build action plans with area heads and monitor compliance.
• Promote understanding of the policy at all organizational levels.
• Manage resources to fulfill the Occupational Health and Safety plan and monitor indicators.
• Coordinate training needs in prevention according to priority risks and organizational levels.
• Support investigation of work accidents and incidents.
• Participate in Occupational Health and Safety Committee meetings.
• Implement and monitor the SG-SST.

Requirements

• Technical, Technologist or professional degree in Human Resources, Psychology, Business Administration or related fields.
• 1 year of professional experience in human resources area.
• Desirable experience working or volunteering with international non-profit organizations.
• Strong oral and written communication skills, effective in internal and external relations.
• Ability to multitask, results-oriented, meet deadlines and prioritize deliverables under pressure.
• Proficient in Microsoft Office.

Skills

• Human Resources Administration
• Recruitment Support
• Personnel Administration
• Document Management
• Compliance Monitoring
• Donor Compliance
• Organizational Culture Support
• Wellbeing Initiatives
• Microsoft Office Suite
• Internal and External Communication

Languages

Spanish, English