Finance and HR Assistant

Are you a skilled administrative assistant with experience in relation to budgeting, accounting, financial reporting and grant management? Are you experienced in administrating HR processes in relation to recruitment, onboarding, development dialogues, employee life cycles and offboarding? Would you like to work in an international organisation with colleagues from around the globe, assisting our Finance and HR colleagues in their work within finance and HR?

If yes, we look forward to receiving your application for this position.

About ICARS The International Centre for Antimicrobial Resistance Solutions’ (ICARS) mission is to develop evidence-based solutions to mitigate antimicrobial resistance (AMR). Working in partnership with low- and middle-income countries (LMICs), ICARS uses intervention and implementation research to support the countries in implementing their National Action Plans.

Please visit www.icars-global.org for more information.

This is an exciting opportunity to join our Finance and HR Colleagues in supporting the scientific and organisational operations of ICARS. Our team is composed of enthusiastic international experts that believe in ICARS’ mission and are highly motivated to ensure its success.

About the position ICARS is expanding, and this is a newly created position working across our Finance and Resources & Compliance teams. You will provide administrative support to our Finance and Grants Senior Programme Manager on tasks related to administration, budgeting, accounting and financial reporting, and you will provide administrative support to our HR Senior Programme Manager on administrative tasks related to the HR annual wheel and to ongoing tasks, such as recruitment, onboarding/offboarding planning, updating employment contracts.

Your main tasks in assisting the Finance and Grants Senior Programme Manage will include:

• Processing incoming invoices and overseeing outgoing payments on commitments.
• Process and verify supplier invoices and ensure timely payments in compliance with ICARS' financial policies.
• Review, validate, and process staff travel expense claims, ensuring accuracy and adherence to guidelines.
• Financial reporting to all stakeholders including developing reports to donors and checking quarterly reports from ICARS projects
• Supporting project teams in ICARS partner countries with establishing their administrative framework, processes and financial procedures
• Supporting our project teams in questions related to project budgets, payment plans etc.
• Tasks related to the ongoing and annual audit of ICARS, including development of the annual report

Your main tasks in assisting the HR Senior Programme Manager will include:

• Recruitment planning and applicant administration
• Scheduling onboarding activities for new staff members
• Handling offboarding activities and processes
• Administrating the activities around yearly salary negotiations and ad hoc regulations
• Implementing changes in relation to outcome of collective agreements and employment related legislation
• Ongoing contact with ICARS’ external HR suppliers, ex. Insurance providers, travel safety advisors and relocation suppliers
• Overviewing time registration in the organisation, mainly sick leave, vacation and workload, filing HR related documents according to internal and external/legal guidelines
• Other administrative tasks related to HR

Your educational background, professional and personal qualifications Education

As our new Finance and HR Assistant, you hold a recognized, 2-4 years vocational education or similar (erhvervsuddannelse) with focus on finance, HR and/or public administration. If your education have focused mainly on one of the two areas (Finance and HR), we expect you to have acquired knowledge of both areas, for example via courses or other relevant competence development activities.

Professional skills

• 2-5 years of experience with administrative tasks related to finance and HR preferably in the public sector in a Danish institution.
• Experience in project administration and support as well as controlling functions
• Experience in handling the administrative tasks around employee life cycle.
• Experience in assisting with assuring compliance with regulations, standards and requirements associated with budgeting, financial reporting, grants,project administration, employment law and other labour market regulations
• IT-literate, including strong excel skills and preferably experience with Navision Stat and associated systems (SDI, RejsUd etc.), public 360 and e-recruiting portals (e.g. Talent Recruiter).

Personal qualifications

• Team player and ready to learn and take on new tasks
• “People-person” and “problem-solver”
• Evidence of ability to multi-task and manage a fluctuating and at times heavy workload
• Ability to build strong relationships with internal and external stakeholders
• Attention to detail
• Fluent in written and spoken Danish and English - English is our working language but you will also maintain contacts with many Danish-speaking collaboration partners.

Terms of employment We offer a full-time position.

Salary and appointment terms will be based on the collective agreement between The Danish Finance Ministry and the Organisation for Salaried Employees HK/Stat (Organisationsaftale for kontorfunktionærer, laboranter og it-medarbejdere (HK)).

We are located at the Campus of Statens Serum Institute in Copenhagen, Denmark, where the position is also currently located.

The position is available as soon as possible.

Further information For further information about the position, please do not hesitate to contact Head of Resources & Compliance Morten Brandt-Pedersen at +45 24813076.

Application and recruitment process Press “apply for the position” and submit your CV along with a cover letter outlining your suitability for the role and motivation for applying.

We expect to conduct interviews in week 8.

We are committed to cultivating a fair and healthy environment, where everyone can be themselves and thrive. We are happy to discuss flexible working options for all roles. We work to ensure that our recruitment processes are as inclusive as possible to everyone. This includes making adjustments for people who have a disability or long-term condition.