Specialist, Onboarding - WWF International

Zeist, Netherlands

Want to make a positive difference to the future of people and our one shared home, the Earth? Working at WWF could be your opportunity of a lifetime.

All around the world, people are waking up to the devastating impacts of climate change and nature loss. The situation today is worse than the darkest predictions of just ten years ago, pushing billions of people to the edge and threatening lives and livelihoods. At WWF, we are facing our biggest crisis – and our biggest ever opportunity – to create a better future for people & nature. With over 60 years of experience and an active presence in more than 100 countries, we work to achieve both on-the-ground and global policy action, from protecting and restoring species and their habitats, to transforming markets and policies toward sustainability. Our people come from hugely diverse backgrounds & with a variety of expertise, ranging from conservation science & advocacy to HR and finance. We welcome applications from anyone who believes they can help us tackle this enormous global challenge & drive the urgent conservation impact needed to restore our planet.

What We Do

We are an independent conservation organization, striving to sustain the natural world for the benefit of people and the ecosystem. From individuals and communities to businesses & governments, we are part of a growing global movement calling for bolder action on climate and nature, demanding that world leaders set nature on the path to recovery by 2030. WWF works to address the most dominant drivers of nature loss through system-wide changes in how food and energy are produced and consumed, and in how financial systems are structured. By implementing change in every country, we aim to drive visible and positive impacts on the ground, helping to restore nature in the most critical places around the world, from the Amazon to the Coral Triangle. Engaging everyone means addressing the barriers to participation faced by some groups in society, including local communities. Conservation will only be sustainable if it is owned by, and benefits, local people. That’s why Indigenous Peoples and local communities must be at the centre of action on climate and nature. WWF is committed to using its resources & global network to support these communities in creating together the most effective solutions where they live. Humanity is still in time, we have a clear pathway to solve this crisis. At WWF, we call on everyone to join the global movement, change how we live, and take action now.

WWF International global recruitment team are exclusively managing this vacancy. We kindly ask that you do not contact the local office on this position.

LOCATION: Flexible with preferred locations WWF INT HUBS

1 MISSION OF THE DEPARTMENT

To build a thriving, future-ready WWF workforce by ensuring that people at all levels have the skills, capabilities, and development pathways needed to deliver the WWF Strategy.

Embed WWF’s core values and standards to strengthen the culture and create the right working environment across the Network.
Develop and maintain People & Culture (P&C) standards, policies, systems, and platforms that attract, develop, and retain the right people for the organisation.
Create the conditions for high performance, ensuring that staff can perform at their fullest potential and maximise their contribution to WWF’s conservation goals.

2 MAJOR FUNCTIONS

The post holder will partner with the Recruitment Team to ensure that all new hires have a positive onboarding experience and a seamless transition into the organisation. The role will act as lead coordinator and primary point of contact for stakeholders during pre-boarding and onboarding, including internal stakeholders, hub office P&C, and local P&C teams for Country Offices.

The post holder will contribute to the effective use of the HRIS onboarding module and develop super-user expertise for the module, whilst recommending improvement ideas across the end-to-end onboarding and offboarding processes.

They will provide administrative support to the shared services team responding to employee-related queries and clarifications via the helpdesk ticketing portal with speed, quality and customer focus.

3 Major Duties and Responsibilities

Pre-boarding & Onboarding

Carry out all aspects of the onboarding cycle in line with WWF International’s policies, procedures and processes.
Adhere to recruitment and onboarding procedures to ensure every new hire receives a positive onboarding experience, is cleared for work efficiently within established service level commitments, while maintaining consistent communication with both candidates and managers.
Coordinate the collection and processing of all necessary employee documentation, including offer documentation, Right to Work, COIs, background checks, references, certifications, and other required paperwork. Ensure compliance with relevant regulations and guidelines.
Utilise and champion the successful use of HRIS recruitment module applicant tracking system (ATS) & the onboarding module, acting as backup SME & encouraging stakeholders to use it.
Provide regular feedback, ideas on enhancements to onboarding processes & systems.
Build and maintain strong working relationships with all stakeholders and candidates and act as the main point of contact for pre-boarding and onboarding enquiries as needed
Provide regular updates and reports on onboarding activities regularly and as needed.
Ensure effective & consistent communication occurs with Employee Services, Recruitment, Payroll, SBPs, GTDS, Finance, local P&C CO teams and all other key stakeholders in the execution of duties.

Helpdesk Administration & Coordination

Provide administrative support to the Employee Services team, including attending to new hire queries, contracting, secondments, employer verification, ticket resolutions & general helpdesk staff requests as necessary.
Maintain and update the onboarding module to ensure accurate and up-to-date candidate information and providing training & navigation support to new hires/employees where relevant.
Ensure compliance with all relevant employment laws, regulations and organisational policies.
Coordinate with hiring managers, GTDS, Finance, local P&C and all relevant stakeholders in the onboarding of new hires or relocating employees & liaise regularly with recruitment team.
Ensure new hires and all staff are treated with respect and questions or tickets are resolved with speed, quality, customer service focus and in alignment with agreed SLA.

Employment and Immigration Law & Continuous Improvement

Have a baseline understanding of immigration policies, regulations, and requirements, so you can assess candidates or relocating employees' eligibility and suitability for immigration.
Supporting when required applications via immigration platforms or through immigration vendors.
Contribute to a continuous improvement culture which includes identifying gaps, proposing ideas, efficiency opportunities to improve helpdesking & onboarding processes and practices.
Provide administrative support in the exit management and offboarding of departing staff.
Undertake any other duties appropriate to the grade as requested by your Line Manager.

4 PROFILE

Required Qualifications

University degree in Human Resources, Psychology, Administration or other relevant subject.
A minimum of 3-4 years’ experience in a P&C function with experience of onboarding.
Experience of working in an INGO HR environment and remotely engaging with and supporting distributed staff across various locations globally.
Experience of HRIS systems, processes and documentation relevant to one or more of the specialist areas: (Onboarding, Immigration/Visa, helpdesk ticket management).

Required Skills and Competencies

Excellent organisational, multitasking and prioritisation skills.
Reporting and analytical skills
Able to deal with the ambiguity of fast-paced and constantly shifting situations.
Diplomacy and ability to deal with demanding individuals and confidential issues.
Strong service-driven and customer service focus.
Team player and ability to be proactive and take initiative.
Resilient and able to manage multiple stressful and high-pressure demands.
Ability to quickly build effective stakeholder relationships.
Good communication skills, both orally and in writing.
Fluent in English, knowledge of other languages is advantageous.
Interest in conservation and WWF's work.
Embraces the WWF mission & values of the organisation: Courage, Integrity, Respect & Collaboration.

5 WORKING RELATIONSHIPS

Internal

Works closely with the Shared Services Team, Recruitment Team, Business Partners, C&B Team, GTDS Team, Finance Team, the broader People & Culture Department, WWF International Regional and Network P&C teams, and staff at all levels.

External

Interacts with external partners, immigration experts, onboarding best-practice networks, and Dayforce onboarding module support providers, as required in the fulfilment of duties.

HOW TO APPLY

Please upload your covering letter and CV in English. Priority will be given to applications with both documents indicated.

Deadline for applications: Wednesday 03 June (midnight CET)

Work permit restrictions may apply.

Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.

At WWF, we are dedicated to fostering an inclusive and diverse workplace where every individual feels valued and respected. We believe that a diverse workforce will help us to achieve our mission to stop the degradation of the Earth's natural environment and to build a future in which humans live in harmony with nature. As an equal opportunity employer, we are committed to providing fair and unbiased consideration for all candidates regardless of their background. We encourage applicants from all backgrounds to apply and join us in fostering a diverse and inclusive workplace.