Human Resources Support Services Manager

Deadline for receipt of applications: May 19th, 2024 23:59 AoE (20 May 2025, 23:59h Europe/Madrid Time)

IMDEA Networks Institute invites applications for a Human Resources Support Services Manager position in the Human Resources Department.

The position offers

• Full time contract
• Competitive salary
• Working in a collaborative, multi-cultural and English-speaking environment in a high-level Research Institute in the field of networks.
• IMDEA Networks promotes a tolerant, diverse and creative work environment that is respectful of all people as well as Gender Equality.
• High level of English (English will be the working language)

Job Description

• Manage work and residence permits for new international hires, as well as the acquisition of identification and registration documentation.
  • Support for new staff relocating, handling individual needs that may arise in each case: housing search, school enrollment, obtaining healthcare coverage, information on possible travel restrictions in Spain, etc.
  • Update Human Resources-related data on internal corporate platforms.
  • Publish and promote job openings offered by the Foundation on various websites.
  • Draft and implement data protection policies and protocols in collaboration with the company providing legal consultancy services.
  • Prepare guides aimed at assisting foreign hires in obtaining necessary documentation.
  • Propose the implementation of corporate-level training plans and courses.
  • Support the transition from pre-production to production of the Foundation’s ERP system, acting as application tester: – Designing and executing behavior test plans, including functional, regression, and usability tests, to validate ERP functionalities – Identifying and documenting software bugs, and collaborating with development teams to ensure timely resolution, – Ensuring that the ERP system adheres to grant-specific requirements and regulatory standards, thereby supporting accurate financial reporting and accountability, – Working closely with cross-functional teams, including project managers and finance personnel, to align testing outcomes with organizational objectives and grant compliance (crucial for PRTR funds).
• Support the Foundation’s records management function, for both paper and electronic records.
  • Apply workplace protocols related to occupational risks and health issues, in collaboration with the company providing health services, including annual medical check-ups.
  • Provide interdepartmental administrative support for specific tasks that may require additional workload assistance across various departments.

Skills Required

• Experience with applying for and obtaining work and residence permits for researchers
• Experience with onboarding of new employees
• Experience with occupational risk prevention protocol
• Demonstrated experience in testing ERP systems tailored for nonprofit organizations, with a focus on modules related to grants management, fund accounting and reporting.​
• Expertise in Grant Compliance and Financial Reporting: Proven ability to validate that ERP functionalities align with grant-specific requirements, ensuring accurate tracking of expenditures, adherence to funding restrictions, and compliance with reporting standards.
• Clearly proven ability to work well with people at all levels within a multi-cultural environment.
• Ability to consistently meet deadlines is required
• A proactive approach to problem-solving with strong decision-making skills.
• Excellent organizational skills.
• English proficiency is mandatory.

Equal Employment Opportunity

IMDEA Networks Institute aims to increase the proportion of women and therefore qualified female applicants are explicitly encouraged to apply. Until a balanced ratio of men and women has been achieved at the institute, preference will be given to women if applicants have similar qualifications. IMDEA Networks Institute actively promotes diversity and equal opportunities. Applicants are not to be discriminated against in personnel selection procedures on the grounds of gender, ethnicity, religion or ideology, age, sexual orientation (anti-discrimination). People with disabilities who have the relevant qualifications are expressly invited to apply.