The HR Assistant Recruitment and Learning & Development is responsible for providing efficient and high quality administration and advisory services direct to employees and management.
Working in a small HR team of 5, the role is client facing as well as administrative. The role focusses on the co-ordination of all training related activities, overseeing the recruitment coordination and managing all the new joiner process (on-
boarding). This involves independent interactions with internal clients and external companies, administrative follow-up as well as aspects of project management and organisation with regards to implementing trainings, reports and workshops across the company.
Recruitment (ability to cover for)
General maintenance of data on the online recruitment platform (e.g. Taleo), the creation of new roles, management of candidates through all stages of recruitment and closing roles in the online recruitment database.
Co-ordination of the recruitment process, including the co-ordination of job descriptions with internal clients as well as the administrative follow-
up on the Taleo headcount approval process.
Maintaining accounts and posting positions on pre-selected recruitment sites.
Relationship with unemployment office and recruitment agencies (except senior recruitment).
Co-ordination of interviews with managers, HR, agencies and candidates, including the booking of rooms, video conferencing, refreshments etc.
Follow up with future employees / students on questions related to work permits or any other issues.
Learning & Development
Establish and regularly update training catalogue across all training categories in online HR System (SPARK) in collaboration with internal clients and HR Advisor.
Booking training courses, logging training activity in SPARK.
Organising facilities such as training rooms, materials, refreshments, media, accommodation for visiting trainers etc.
Ensuring any pre-work is completed by participants.
Co-ordination of professional qualification requests.
Organisation and preparation of induction trainings, including course packs, agenda, presenters and attendees.
Support global training & development initiatives and projects.
Actively contribute to the preparation of the INFPC report.
Administration / New joiner process
New joiners : management of background check process (HireRight tool), finalise new joiners checklist, preparation of welcome packs and staff file.
On boarding new joiners on their first day : welcome, signatures and collection of last documents.
Management of mid-probation and probation communications with managers.
Preparation of work certificates.
Preparation of employment contracts and (cover for) addendums.
Manage the payment of invoices related to L&D and recruitment.
Maintenance of employee records on Oracle as well as absence management.
Validation of extraordinary absence requested by employees through the collection of relevant certificates.
Maintain spread sheets related to the above data.
Manage leaver process.
Cover for compensation & benefits assistant (sickness reporting, luncheon vouchers ).
Embrace system and process changes from the group and with the HR Advisor ensure we update our procedures.
Ability to provide information at a basic level on all HR activities with more advanced knowledge of the areas mentioned above.
Fluency in written and spoken English is essential with either French or German in addition.
Knowledge of standard computer applications (Word, Excel, PowerPoint).
Experience in a similar position for 2-3 years.
Strong collaboration skills within the local team, across the broader global HR team and across functions within Luxembourg.
Rigorous and organised and able to work independently.
Ability to meet deadlines.
A strong sense of integrity coupled with pragmatism.
The ability to promote a positive and professional image and being helpful and polite is essential.
A good sense of judgement in dealing with staff queries.
Strong numeric and accuracy skills.
Must be able to plan, multi-task and manage time effectively to manage a demanding time schedule.
High energy and enthusiasm.
Excellent relationship skills and capacity to manage relations at all levels, including the ability to be effective in gaining the collaboration of internal colleagues.
Experience of a global HR database.
Ability to work in a matrix environment.
General overview of the work of an HR team and of the Luxembourgish employment law.