Senior Office Administration and Human Resources Officer

Purpose of the role: 

Execute and perform Human Resources and office administration support and services to support the Regional Office to operate effectively, efficiently, and in accordance with IPPF's local policies, procedures, and jurisdictional requirements.

Context of the role:

The Senior Office Administration and Human Resources Officer is responsible for supporting and contributing to the implementation of the Secretariat's people and human resources-related processes and systems within the Region and with respect to national legislation. Likewise, support compliance with the safeguarding processes, reporting and monitoring requirements of this role. This role works closely with the global People, Organisation and Culture team.

Deliverables:

Office Management:

• Perform periodic maintenance on organised records and filing systems, including digital and physical folders, HRIS platforms, manuals, and documents, to ensure that all administrative procedures are well documented and accessible to all who need them.
• Support all regional office staff to understand and know the internal protocols, guiding them in administrative processes, to contribute to compliance with the regional office standards.
• Inspect that all personnel have the necessary materials and tools to help the team perform their work effectively.
• Inspect the proper functioning of the cleaning service provider to maintain the operating standards of the regional office (2 offices).
• Coordinate and deliver technological equipment and materials with the IT area to ensure that everyone in the office has access to equipment and work tools.
• Execute the management of documentation and registrations relating to host country status (e.g, immunities with Government Ministries, Foreign Missions and Agencies) to maintain the right and accurate information.

Human Resources:

• Coordinate recruitment and selection processes (vacancy posting, communication with candidates, receipt and screening of resumes, coordination of interviews, preparation and sending of offer letters, background checks, among others), in line with IPPF's recruitment and selection processes, to maintain the required staffing according to the challenges of the office.
• Perform the preparation of contracts and the digital configuration of new employees to comply with the incorporation/induction processes and with the internal needs of management and administration of personnel information.
• Execute the processes of induction of new employees and offboarding of employees to maintain compliance with the established processes and protocols.
• Organise and monitor the set-up and completion of mandatory documentation and training by staff and advise senior management on actions required.
• Provide support to the people partner with reviewing, updating, and implementing HR handbooks, policies, and procedures for the ACRO office to ensure legal compliance and alignment with IPPF’s values.
• Provide support in the implementation of HR projects in the Regional Office, to support the achievement of the POC strategic plan.

Mobility:

• Execute mobility tasks (e.g., tax configuration, consular requirements, among others) and support expatriate personnel in the mobility of themselves and their dependents, to achieve compliance with current labour legislation. 

Finances:

• Execute support tasks as a liaison with the Finance team, to ensure that the information available and purchases are in HRIS, NetSuite, and other platforms is correct.
• Execute the monthly payroll for ACRO, ensuring accurate, authorised and timely processing.
• Communicate payroll updates and changes to relevant stakeholders, ensuring alignment across HR, Finance, and external partners.

Safeguarding, DEI & Organisational Values

• Uphold IPPF’s safeguarding standards and ensure all HR processes reflect a commitment to safety and dignity.
• Support Anti-Racism and Diversity, Equity, and Inclusion (DEI) initiatives, contributing to a respectful and inclusive work environment.
• Ensure HR practices align with IPPF’s feminist principles, Secretariat values and global mission.
• Provide general support to the Regional Office.

Essential Experience:

• Preferred Education in Business Administration, specialised in Human Resources or Occupational Psychology.
• Minimum 3 years of experience in similar roles.
• Solid understanding of Mexican employment law.
• Experience of advising and working across geographies and different legal jurisdictions internationally, particularly on recruitment & ER matters.
• Experience managing and maintaining HR Information Systems (HRIS) and payroll records with a high level of accuracy.
• Strong organisational and time management skills, with demonstrated ability to work in a fast-paced, people-focused environment, managing multiple priorities and deadlines.
• Experience coordinating onboarding and offboarding processes, ensuring compliance and positive employee experience.
• Native level in Spanish.
• English (oral and written) on a conversational level (B1 or B2).
• Experience working in diverse, multicultural, multilingual, and intergenerational environments, and engaging effectively with diverse, multicultural, and multilingual teams.
• Experience assessing and solving problems, posing challenges constructively, providing strategic advice, and presenting recommendations aimed at generating positive progress.
• High attention to detail and accuracy in data entry, documentation, and reporting.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), supporting HR documentation, analysis, and presentations.
• Ability to manage confidential information with discretion and professionalism.

Desirable Experience:

• Knowledge of HR practices within the international development or charity sector.
• Experience working with outsourced payroll providers and coordinating payroll across multiple locations.
• Good HR research and analytical skills to support policy development and benchmarking.
• Familiarity with Personio and NetSuite systems.
• Experience working in NGOs.

Why Join Us?

IPPF offers meaningful work, an inspiring environment, professional growth, and the chance to make a lasting impact on the lives of individuals and communities around the world. Working for IPPF offers a compelling value proposition

How to Apply:

TO APPLY, PLEASE CLICK HERE

About IPPF:

International Planned Parenthood Federation (IPPF) is a global sexual and reproductive health service provider and one of the leading advocates for universal access to sexual, reproductive health and rights (SRHR) for all. We are a worldwide movement of 149 national organisations working with and for communities and individuals and, together, have delivered more than 1 billion cumulative services over the last 6 years.  

We are now looking for people to join us and make our Come Together–Strategy 2028, a reality. Revolutionising IPPF, placing it in a stronger position to support SRHR for those who are left out, locked out or left behind. Come Together commits IPPF to shaping laws, policies and norms through feminist action and international solidarity; and to strengthen the federation adding new drive for real and lasting impact.

Action is urgent. We have delivered. We have stood for justice and equality. We commit to more daring and feminist action that secures choices about our bodies, sexual lives, and well-being. Everyone should enjoy a pleasure-filled and healthy sex life and a life free from violence, shame or criminalisation. We know love is love. And we come together in support of women, youth, and people who are marginalised and excluded. Through the care we deliver, the actions we take, and the solidarity we foster.    
IPPF is an equal-opportunity employer. As a leading global human rights organisation focused on equality, empowerment, ending discrimination, and poverty eradication, we internally reflect social justice principles. We, as IPPF, strongly oppose racism in all its forms and resolutely go for a cultural change that will shift the existing imbalances in power and process.  

We are a multi-cultural, multi-lingual, intergenerational and diverse work environment.  Applications are particularly encouraged from women, people living with HIV, people living with disability and people with diverse SOGIESC.  

IPPF is committed to the safety and protection of children, young people and vulnerable adults and our safer recruitment and selection procedures reflect this commitment.  We expect all employees, volunteers, contractors and partners to share this commitment, and anyone employed by IPPF agrees to sign up to our Code of Conduct and Safeguarding (Children and Vulnerable Adults) Policy.  
IPPF has been made aware of various fraudulent vacancy announcements circulated via e-mail from websites falsely stating that they are issued by or in association with IPPF.  These correspondences, which may seek to obtain money from the recipients of such correspondence, are fraudulent, and IPPF does not charge a fee at any stage of the recruitment process (application, interview, meeting, processing, training or any other fees).