HR Payroll and Pension Scheme Manager

HR Payroll and Pension Scheme Manager

EMBL – European Molecular Biology Laboratory

Heidelberg, Germany

Organisation data: HR Operations
Job Number: HD02681
Contract Type: Staff Member
Advertised Grade-Grading: 6 (monthly salary starting from 4.4k€ after tax, plus other paid benefits)
Contract Duration-Length of Time (years/months): 3 years (renewable)
Closing date: 31 August 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 together with colleague(s) 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.

Taking into account that EMBL will be transitioning its payroll from SAP to new ERP in the coming years, it is expected that the incumbent will be involved in the project to develop new ERP payroll solution.

Your role

Main duties include:

• Payroll and ERP system:
  • 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, Italy, Spain and UK) on a monthly basis;
  • Analyses and addresses payroll and 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;
  • Produces standard reports and statistics related to payroll and social security;
  • Point of contact for ERP updates/modifications/development under the area of responsibility, incl. participation in HR payroll and pension digitalisation projects and various related testing;
  • Prepares and implements the annual salary/stipend/pension increases as approved by Council;
  • Ensures that leave management and EMBL official holidays for all sites are updated in the system as appropriate;
  • Prepares and disseminates annual payroll calendar;
  • May undertake limited data maintenance in ERP as and when required;
  • Monitors changes in the applicable kindergarten and apprentice fees and ensures ERP is updated as appropriate.
• EMBL pension scheme:
  • Provides advice, interpretation and application of policies, rules and regulations with respect the EMBL pension scheme, incl. advice on transfers-in and transfers-out of accrued pension rights from/to other pension schemes;
  • Performs calculations and drafts documentation;
  • Acts as focal point for communication with Pension Scheme members and pensioners.
• Processing of leaving actions incl. the end of contract payments and salary advances;
• Drafts audit responses to payroll related queries;
• Produces documentation on procedures and identifies streamlining opportunities related to payroll, pension scheme or related ERP modules;
• Provides on-the-job-training on matters pertaining to ERP data maintenance and pension scheme;
• 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;
• 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 or Workday experience especially in the international organisations is an 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 an advantage;
• Knowledge of the German Social Security system is an 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 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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