HR Business Support Assistant

Job Profile:

The HR Business Support Assistant provides administrative and coordination support to the HR Director and the broader HR team. This role is responsible for organizing documentation for governance bodies using established templates, supporting onboarding activities, and maintaining HR systems and intranet content. The role also contributes to document management and process efficiency improvements using available digital tools, working closely with the rest of the HR Team across the three functions namely: People & Culture, Human Resources Business Partner and Talent Intelligence, and Total Rewards.

Duties and Responsibilities:

Support to the HR Director

•  Assist the HR Director with the preparation of briefing materials, talking points, and background information using standardized formats
• Coordinate inputs and follow-ups on strategic HR initiatives led by the Director
• Monitor timelines and follow up on deliverables and timelines for the Director’s office
• Use available digital and AI tools to organize and retrieve documents efficiently

Governance & Committee Documentation

• Prepare and format HR submissions for Governing Board and Committee meetings
• Ensure timely collection and review of materials in line with organizational standards for completeness and 
  compliance
• Liaise with internal contributors to gather required inputs and contribute to completeness and accuracy of 
  documentation

Administrative & Operational Coordination

• Support the implementation of HR programs such as workforce planning, performance reviews, and internal 
  mobility
• Maintain the HR document repository and ensure version control
• Coordinate HR-related actions and follow-ups with internal stakeholders

Onboarding & Integration

• Coordinate onboarding logistics and documentation for new hires 
• Act as a liaison between HR and new staff to ensure smooth onboarding experience
• Track onboarding progress and follow up on outstanding actions

HR Intranet & Internal Communication

• Maintain and update the HR intranet page with accurate and timely content
• Draft and disseminate internal HR announcements and updates
• Collect and organize content from various HR units for internal communication

Process Improvement & Quality Assurance

• Support efforts to streamline HR administrative processes and improve efficiency
• Support initiatives to enhance data quality and consistency in HR systems and documentation
• Develop and maintain templates and tools to support HR operations
• Use available digital and AI tools for document organization and retrieval

Team Collaboration & Backup 

• Provide operational support to other HR team members as needed
• Serve as a backup during absences or peak periods
• Provide (administrative) support to HR projects and initiatives

Any other duties as required by the Director, Human Resources or the Chief Administrative Officer 

Qualifications and Experience:

• Bachelor’s degree in Human Resources, Public Administration, Political Science, Business, or a related field.
• A minimum of eight (8) years of relevant administrative experience in HR coordination, project management, research, or governance support roles  
• At least 3 years of this experience should have been within an international organization, multilateral development bank (MDB), or international development institution, preferably in HR is an asset
• Fluent in English. Good working knowledge of Arabic, French or Spanish is an added advantage.

Competencies:

• Collaboration and Teamwork - Ability to effectively collaborate with colleagues, stakeholders (internal and external), and partners from diverse backgrounds, cultures, and perspectives to achieve shared goals.
• Effective Communication - Ability to articulate ideas and information clearly and persuasively across various channels and audiences, integrate communication best practices, and ensure messages are tailored, culturally sensitive, and impactful, promoting active listening and feedback mechanisms.
• Results-Orientation - Ability to effectively achieve results through proactive ownership, decisive action and strategic planning. ensuring goals are met within specified timeframes and in alignment with OPEC Fund’s strategic direction
• Learning Agility and Adaptability - Ability to swiftly learn, unlearn, and adapt to changing circumstances and emerging challenges, with a commitment to continual growth through embracing new ideas, technologies, updating functional expertise, and facilitating organizational resilience
• Stakeholder and Impact Focus - Ability to prioritize and address the needs and expectations of diverse stakeholders to achieve sustainable impact through stakeholder mapping, ensuring effective relationship management, transparent and timely communication, and aligning their contributions with OPEC Fund’s mission to deliver long-term, positive outcomes
• Accountability - Ability to take responsibility for one's actions, decisions, and their outcomes, demonstrating integrity and reliability, adhering to established internal controls, setting clear expectations, and maintaining a high standard of ethical behavior.