HR Specialist (Entitlements & payroll) [AST5]

We are looking for an experienced, highly skilled, autonomous and enthusiastic HR professional. The successful candidate will join a small but dynamic and dedicated HR team of 10 colleagues covering the full spectrum of HR activities and will have opportunity for professional growth.

Under the supervision of the Head of HR Unit, the jobholder will contribute to the management and implementation of day-to-day HR operations, covering relevant administrative functions and duties along the employee lifecycle. Overall, the successful candidate will support and contribute to the correct and effective implementation of HR processes, in accordance with EDA procedures and regulations and towards the achievement of the Agency's objectives.

More specifically, the HR Specialist will be responsible for/contribute to the following activities:

Onboarding and staff entitlements

• plan and organise the onboarding process of newcomers;
• support and guide newcomers on administrative matters related to their installation (e.g. housing, schooling, removals) and provide information on their statutory rights (e.g. financial entitlements, privileges);
• prepare and verify recruitment-related documents, such as grading and employment contracts, recruited candidates' declaration of conflict of interest, etc.;
• liaise with the European Commission Paymaster Office (PMO) regarding staff financial entitlements;
• control and verify monthly payroll data for Temporary and Contract Agents; calculate allowances for Seconded National Experts and trainees; and ensure accurate encoding in the financial tool;
• contribute to HR budget planning, monitoring, and reporting on salary-related expenditures, in close liaison with the HR Budget Officer.

Staff administration and HR operations

• provide a high-quality, timely and client-oriented service to staff and management in the area of staff rights and entitlements;
• draft, coordinate, and disseminate HR-related communications within specific areas of responsibility;
• contribute to the development, drafting, revision, streamlining, and implementation of HR rules, procedures, and internal guidelines, ensuring legal compliance and accuracy;
• support the maintenance of electronic HR systems and tools (e.g. Sysper, NDP), internal databases, documents and records management, to ensure accuracy and up-to-date information;
• ensure the secure and structured management of staff files, shared mailboxes, and SharePoint environments, in line with data protection and confidentiality requirements;
• contribute to the availability of human capital through regular participation in selection panels;
• contribute to HR metrics and reports for internal and external stakeholders;
• act as operational initiator for financial and procurement procedures linked to HR activities;
• lead or actively contribute to HR projects in specific areas of responsibility.

The jobholder may take on additional tasks as required in the interest of the service.

Duties may evolve according to the development of the EDA’s structure and activities, and the decisions of EDA management.