HR Payroll and Pension Scheme Manager

EMBL - European Molecular Biology Laboratory

HR Payroll and Pension Scheme Manager

EMBL - European Molecular Biology Laboratory

Heidelberg, Germany

Organisation data: HR Operations
Job Number: HD02550
Contract Type: Staff Member
Contract Duration-Length of Time (years/months): 3 years (renewable)
Advertised Grade-Grading: 6 (monthly salary starting at 4.3k€ after tax, plus other paid benefits)
Closing date: 10 March 2024

About the team/job

We are looking for an experienced Human Resources Professional who is excited by the challenge of providing an excellent service in a stimulating international environment. The EMBL Human Resources unit is responsible for the Laboratory's staff of approx. 1900 employees from over 80 nations working at its 6 sites across Europe.

This role is situated at EMBL HQ in Heidelberg, Germany and is responsible for delivering a high quality service to staff across EMBL's sites in Barcelona, Grenoble, Hamburg, Heidelberg, Hinxton and Rome, while working closely alongside the HR Team (both, Heidelberg and Hinxton), as well Finance and IT Support teams in Administration & Operations.

Under the direct supervision of the Head of Pay, Benefits and HR Analytics the Human Resources Payroll and Pension Scheme Manager works in pair with another colleague assigned the same responsibilities and is taking care of the audit, compliance, implementation and oversight of EMBL payroll activities for all members of personnel (MoP) in ERP (currently SAP), and to provide substantial support to the EMBL Pension Scheme management within Human Resources.

Your role

Main duties include:

  • Payroll and ERP system updates:
    • Undertakes the full cycle of HR payroll functions of EMBL within the Human Resources area of responsibility in accordance with the EMBL Staff Rules and Regulations (SRRs);
    • Monitors and assures quality for all payroll activities in five payroll areas (Germany, France/France National, Italy, Spain and UK) on a monthly basis;
    • Analyses and addresses payroll and all related social security related matters, ensures that entitlements are correctly maintained and processed in the ERP system, in compliance with SRRs and that internal procedures and controls are in place and appropriately applied;
    • Addresses complex system and policy related payroll issues, identifies risks, provides advice on payroll related technical issues and proposes alternative options for their viable resolution as required;
    • Prepares and implements the annual salary increases as approved by Council;
    • Monitors changes in the applicable kindergarten and apprentice fees and ensures ERP is updated as appropriate;
    • Calculates and prepares annual fellowship rates, both for the pre and post-doctoral fellows applicable in five payroll areas respectively;
    • Ensures that EMBL official holidays for all sites are updated in the system as appropriate;
    • Uploads annual leave and untaken leave quotas in the ERP system;
    • Prepares annual payroll calendars for HR in Heidelberg and UK, and disseminates this for internal and external target audiences;
    • Undertakes limited data maintenance in ERP as and when required.
  • Central point of contact for ERP modifications, incl. participation in HR digitalisation projects and various related testing;
  • Management of Leaving actions and salary advances;
  • Management of the EMBL pension scheme within Human Resources incl. advice on transfers-in and transfers-out of accrued pension rights from/to other pension schemes as well as calculations of estimates and focal point for communication with pensioners;
  • Refers to relevant focal points on matters pertaining to the German social security, e.g. Pfaendungen, Kindergeld, national health system, etc. and updates SAP as appropriate;
  • HR Analytics, for example, prepares statistical reports for Council and Finance Committee;
  • Other related duties as assigned.

You have

  • At least five years of relevant HR experience in areas of responsibility, knowledge of payroll processes and procedures and in-depth understanding of and extensive experience with ERP systems is required (SAP experience is a distinct advantage);
  • Experience in Human Resources Management with sound understanding of the social security systems and application of Staff Rules and Regulations is highly desirable;
  • University degree in Human Resources Management, Business Administration, Accounting/Finance or other relevant disciplines or, in the absence of a university degree, possession of extensive and relevant experience as well as extensive relevant training/certification;
  • Fluency in oral and written English is required; German language knowledge is of distinct advantage;
  • Knowledge of the German Social Security system is a distinct advantage;
  • A conscientious attitude, high numerical accuracy;
  • Ability to analyse complicated matters offering different perspectives and problem solving;
  • Ability to prioritize tasks and work independently in their area of responsibility, yet seek guidance when required;
  • Ability to work and deliver quality results under pressure and with tight deadlines;
  • Able to work in a standalone capacity, but also in a team setting while building and fostering a harmonious working team environment;
  • Strong communication, interpersonal skills and customer orientation, providing a high level professional service to all EMBL personnel;
  • Excellent computer skills, knowledge of Microsoft Office, especially Excel;
  • Confident to challenge established ways of working and develop new practices appropriate to the organisation's future challenges;
  • Ability to present information or draft materials in a clear and concise manner;
  • Ability to deliver training sessions.

You might also have

  • Previous relevant work experience in an international organisation, as part of a multi-national team;
  • Additional language skills.

Why join us

EMBL is curiosity-driven, community-oriented and international. As an inclusive, equal opportunity employer, EMBL offers attractive conditions and benefits appropriate to an international research organisation with a very collegial and family friendly working environment.

Competitive salary, ongoing professional development, an on-site nursery, canteen and library all make EMBL a great place to work. Our mission has us exploring life at all levels, and creating new ways to look at the world. Our reputation is built on scientific excellence and collaboration, and the projects we take on require all kinds of people and working styles, from big-picture creatives to patient detail-seekers.

Don't meet every single requirement? We are dedicated to building a diverse, inclusive and authentic workplace, so if you're excited about this role but your past experience doesn't align perfectly with every qualification in the job description, we encourage you to apply anyways.

What else you need to know

We are Europe's research laboratory for the life sciences - an intergovernmental organisation performing scientific research in disciplines including molecular biology, physics, chemistry and computer science. We are an international, innovative and interdisciplinary laboratory with more than 1900 employees from many nations, operating across six sites, in Heidelberg (HQ), Barcelona, Hinxton near Cambridge, Hamburg, Grenoble and Rome.

Please note that appointments on fixed term contracts can be renewed up to 9 years in total, depending on circumstances at the time of the review.

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