Closing date for applications: interested applicants should submit their proposal by August 31 to recruitment@edf-feph.org

Background

The European Disability Forum (EDF) is seeking to recruit an independent Human Resources (HR) expert to support the effective management and development of its human resources functions. The consultant will work closely with the EDF Secretariat to ensure efficient, compliant, inclusive and staff-friendly HR operations.

Scope of Work

The HR expert will be responsible for the following tasks:

Regular HR administration

• Managing leave requests, including approving requests via Outlook calendar and cross-checking relevant Excel tables.
• Assessing EDF’s current leave management system and providing recommendations for a more streamlined and efficient approach.
• Responding to staff queries related to leave (e.g. calculation of annual leave for part-time staff, travel cost reimbursement procedures, use of various types of leave).
• Addressing staff questions on HR-related topics such as holiday pay and disability related reasonable accommodation in line with EDF’s internal policy.
• Updating employee information in UCM (secrétariat Social – including bank details, address changes, changes in civil status, etc.).
• Providing staff with HR documents from UCM (for documents prior to June, e.g. specific payslips), and supporting the transition to automated systems such as Doccle.
• Coordinating with relevant colleagues to verify salary payments and lunch voucher allocations.
• Ensuring correct HR procedures are followed for departing staff, including the provision of C4 forms and related documentation.
• Updating individual HR files (including the storage of sick notes, wedding certificates, contracts and other relevant documents).
• Ensuring that all staff are updated on EDF health insurance, workplace accident insurance, group pension scheme and replying to colleagues on questions related to insurance.
• Review EDF contracts and add what is needed as an amendment to incorporate home working.
• Complete the monthly Prestations in UCM.
• Fill in the monthly EDENRED order.
• Ensure EDF HR procedures are aligned with Belgian legislation.

HR management and policy advisory

• Researching and providing information regarding legal requirements across different payroll systems (mainly for Belgium, but occasionally for the UK and Spain).
• Reviewing EDF’s HR policies and procedures and developing recommendations for improvement.
• Advising EDF on ways to improve disability inclusion at work.
• Advising EDF on training for managers on HR in Belgium and training grants, such as through Fonds 4S.
• Ensuring EDF’s payscales are up to date, and that EDF maximises conditions for its employees and budgetary control for EDF (this can be done once per year).
• Provide a training/update for EDF staff once per year, to give them an overview of our HR policies and procedures.
• Coordination of 360 evaluation process, focused in year one on the management team.

Recruitment and on-boarding

• Receive applications, filter, and make an overview ranking.
• Set up (online) interviews and communicate with candidates (sending invitations, rejections, etc.).
• Participate in the selection panel when necessary.
• Preparing contracts.
• Prepare the arrival of new staff (setting up Microsoft365 account with the EDF IT service provider, ordering work materials including PC, keys, etc.).

End of contract

• Together with the line manager and Director, determine the timeframes for all actions relating to contract end.
• Introducing the correct ending date in UCM, creating DIMONA and calculating notice periods, including possible extensions.
• Answering questions from staff about the terms and possibilities at the end of the contract.
• Issuing C4 form.

Reporting

The consultant will report to the Executive Director and collaborate closely with the Management Team. Regular check-ins (monthly or as needed) will be scheduled to monitor progress and adjust priorities.

Deliverables

• Timely and accurate management of all HR tasks as described above.
• Recommendations for streamlining the leave management system.
• Clear communication with staff and documentation of processes where relevant.
• Recommendations on improving EDF HR policies and procedures.

Profile of the Consultant

Essential

• Proven expertise in HR management, preferably with experience in the non-profit sector or international organisations.
• Strong understanding of relevant Belgian legislation and HR regulations, as well as payroll systems.
• Excellent communication skills, spoken and written, in English and French; other European languages are an asset.
• Excellent organisational skills, the ability to work independently, maintain confidentiality, and deliver accurate results to agreed deadlines.
• Experience with digital HR management tools and platforms (e.g. UCM, Doccle, Excel, Outlook).

Desirable:

• Knowledge of specific employment supports available for persons with disabilities and inclusive employers is an asset.

Duration and Terms

The consultancy is expected to run for an initial period to be agreed upon, with the potential for renewal based on performance and organisational needs. The consultant is expected to work remotely, with regular online meetings and occasional visits to the EDF office as required.

Application Process

Interested applicants should submit their proposal by August 31 to Recruitment@edf-feph.org, including :

• A cover letter outlining your approach to the assignment and relevant experience.
• A detailed description of your working methods and availability.
• Your fee structure or daily/hourly rates, including any applicable taxes.
• CV or company profile, and references where available.

EDF is committed to equal opportunities and welcomes applications from all suitably qualified consultants, regardless of disability, gender, age, or background.