Senior HR Assistant

World Bank Group

Beijing, China

Experience: 5 to 10 Years

Skill Required: Accounts and Finance

IFC—a member of the World Bank Group—is the largest global development institution focused on the private sector in emerging markets. We work in more than 100 countries, using our capital, expertise, and influence to create markets and opportunities in developing countries. In fiscal year 2022, IFC committed a record $32.8 billion to private companies and financial institutions in developing countries, leveraging the power of the private sector to end extreme poverty and boost shared prosperity as economies grapple with the impacts of global compounding crises

IFC HR Client Services is seeking a Senior HR Assistant to work with the HR Client Services team supporting the East Asia and Pacific, EAP (Australia and Pacific Sub Region, Cambodia, China, Indonesia, Japan, South Korea, Laos, Myanmar, Mongolia, Philippines, Singapore, Thailand, Timor Lest, and Vietnam) region based in Hong Kong. The Senior HR Assistant will also work very closely with the South Asia HR team.

The Senior HR Assistant will collaboratively partner with the Senior HR Business Partners and HR Analyst in the delivery and flawless execution of HR products, processes, and services to IFC clients. S/he will strengthen the team's ability to provide value-added advice to managers and staff regarding policy and programming application in all areas of Human Resources. 

Duties and Accountabilities:

The Senior HR Assistant is responsible for supporting IFC clients on the full range of HR matters, in close collaboration with the Senior HR Business Partners and HR Analyst. Specifically, but not limited to, the key responsibilities include the following:

  • Stays abreast of HR policies and procedures to provide support to regional clients; ensures alignment/communication and consistency in the application of HR policies, principles, and guidelines. 
  • Handles a significant volume of HR inquiries on standard issues from all clients and, channels them to appropriate resources; follows up as necessary and plays a substantive role in finding information and assisting clients. 
  • Supports clients with Managerial Self-Service (MSS) and other HR systems. Generates basic reports for clients and internal stakeholders.  
  • Handles queries or requests from clients and research solutions and shares the relevant information with parties concerned, after consultation with the Senior HR Business Partners.
  • Participates in performance management, talent review, promotion, staff surveys, 360 and performance award processes.  
  • Advice staff and managers on the different HR process requirements. 
  • Coordinates with HR operations the execution of recruitment, ending employment, re-entries, leave without pay, external service, etc. 
  • Assists the Senior HR Business Partners with the recruitment process by ensuring that the necessary approvals are in place and in line with the Work Force Planning (WFP) numbers. 
  • Responsible, where applicable, for the preparation of appointment packages, onboarding packages, offer letters, etc.
  • Review job descriptions, participate in shortlisting committees and interview panels as appropriate; Draft interview reports and conduct reference checks as needed; provide guidance to hiring managers, as needed.
  • Oversees and coordinates the onboarding activities in the regions for new hires with all East Asia and Pacific region’s onboarding coordinators.  
  • Supports in logistics, preparation, training and learning event delivery, and organization of HR-related meetings and events.

Selection Criteria

  • Bachelor’s degree is desired, and a minimum of seven years of entry-level professional HR experience in organizing, administering, and maintaining large volumes of HR transactions including recruitments, or equivalent combination of education and experience (HR degree or certification preferred).
  • Demonstrated knowledge of HR procedures, processes and programs and an eagerness to expand knowledge in areas of HR.
  • Displays initiative, independence, and autonomy in addressing client needs in changing business contexts and environments. 
  • Ability to initiate changes to HR business-related processes to improve efficiency and performance and apply creativity, flexibility, and persistence to develop new approaches.
  • Ability to download and analyze standard data (salary databases and the like) to support and enable decision-making.
  • Ability to actively promote knowledge sharing and contribute to wider collaborative efforts. 
  • Fluent—written and oral—in English including the ability to produce a variety of reports, presentations and correspondence and edit materials using proper formatting, grammar, punctuation, and style.
  • Excellent organizational skills with demonstrated ability to work independently, handle a high volume of concurrent activities, rank priorities, organize work efficiently, work under pressure and deliver assignments in a timely manner often under significant time constraints.
  • Excellent interpersonal skills and a high level of discretion in dealing with confidential information.
  • High level of proficiency in office technology including Word, Excel, PowerPoint, and Outlook; familiarity with Peoplesoft or other HR systems preferred. 
  • Demonstrated knowledge of creating content and utilizing digital platforms including videos, infographics, social platforms, and the like for event planning and knowledge sharing is a plus. 
  • Carries out assignments with minimum supervision as an integrated member of the team, recognizes one’s obligation and accepts outcomes of the task or product and the level of success achieved.
  • Ability to handle and adjust to a variety of concurrent and competing demands with a high degree of initiative, reliability, and resourcefulness. 
  • Demonstrates a constructive attitude, a creative mindset, and a doer approach.