VES Administrator

Personnel Administrative activities

• Creates and updates employee's file and information in systems all along the employee career in Valeo (from Arrival to Departure)

• Realizes local authorities declaration

• Is the point of contact with the future newcomer for the collection of administrative documentations required by Country

• Manages the company credit card attribution (AMEX)

• Receives and prepares certificate’s requests

• Creates & manages working contracts and amendments together with all types of letters including variable remuneration, salary increase etc…

• Updates the organization charts based on information provided by the HR network

• Prepare & manages the Administrative induction plan

• Manages the administrative activities for departure from check of non competition clause, to cost evaluation,

• Organizes medical visit, Digital Medical file management and Updates medical advice in HRIS System in coordination with the site HR teams

• Is responsible for Temps invoicing control

​Compensation & Benefits administrative activities

• Prepares, transfers and file the LTI/LTR/RSH letters

• Prepares the offer letter and/or contract amendment preparation for the NSP; Updates new information in the Core HR system and sends instructions to payroll

• Prepares & generates individual objective letters and files it in the employee file

• Is responsible for Data Quality check of GAS at the beginning of the variable remuneration process

• Manages the data entry in the Core Hr system and transfers to payroll for payment

• Prepares and edit Patent bonus and Exceptional bonus letters and communicates the information to payroll

​Employee relations administrative activities

• Manages administrative process for agreement

• Creates and updates Social regulation data base on the country

• Manages litigation with lawyers on demand by site HR team where needed
   

Learning administrative activities

• Is responsible for the training plan preparation : Identifies new training needs for the business (related to new competences); Produces of learning content and catalog updates; Collects and consolidates the needs; Manages external funding/Subsidies and formalizes training plan

• Training plan deployment: Schedules training actions (structure staff) & identifies trainers; Manages supplier's sourcing and suppliers invoices on Eproc

• Training plan evaluation: Data input & reporting (KPIs); Consolidates session's evaluations (participants & managers); Training plan follow-up (hours, budget...)

Profit Sharing administrative activities

• Prepares the eligible list;

• Manages the tax statement

• Liaises with Amundi providing the Profit sharing with the presenteeism information

• Liaises with VES payroll team for payment
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Recruitment administrative activities

• Collects candidates individual information for new comer either for internal move and for external newcomer;

• Prepares the contract and the amendment;

• Creates employee in the Core HR system;

• Prepares and send the nomination and organization Notices;

• Prepares the administrative induction plan, launches and follows-up Valeo Discovery
   

Reporting - social support management

• Generates and prepares reports to support the HR activities : Individual social report, Absenteism & DL efficiency reports, Unions’ reports, Salary negotiation reports, Country Legal employee Reports, CSR report, monthly finance GPS report...

• Generates the turnover calculation and Manages various workforce declarations (external, internal KPI)

• Answers to auditors requests

• Follows-up Ticketing system

• Manages/Monitors Interface between HRIS system
   

Talent Development administrative activities

• Launches the Career Aspiration campaign on site; Controls data and ensures the data quality update on the CoreHR system and Payroll system; Uploads information for ETAM and for M&P new comers in the Apps and Monitors rate completion.

• Prepares the letters for the Salary Review and ensures the distribution (for Phase 1)

• Launches of the annual appraisal campaign with guidelines to managers; Uploads information for ETAM and for M&P new comers in the Apps and Monitor rate completion

• Launches of the Expert and Specialist processes; Prepares Package review for Experts, Nomination and allowance letters edition; generates new contacts and updates the information on the Core HR system

• Launches Engagement Survey
   

Car Fleet Management

• Orders and monitors the provision of vehicles for employees in the country, in accordance with the Group's automobile and Car Policy

• Ensures the renewal of the vehicle fleet

• Monitors performance indicators related to the management of the vehicle fleet (orders, deliveries, claims, incident management, repair costs, refunds, etc.)

• Ensures that insurance, prevention and claims monitoring rules are compliant

• Respects and improves the fleet process

• Proposes initiatives to reduce the costs associated with the car fleet

• Defines annual renewal needs in collaboration with managers and organization

• Communicates rules and processes: ensures their compliance with legal requirements

• Updates fleet documents: driver's guide

• Ensures the management and fines' follow-up

• Monitors deliveries, returns, provides information and constantly updates the common file.

• Manages claims, breakdowns, repairs, expert appraisals in relation to the insurance department

• Distributes (or via partners) vehicle documents, green cards, fuel cards and driver badges ; ensures the communication of user’s procedure to drivers

• Analyses the stock and proposes optimisation actions (management of amendments, early renewals)

• Ensures the fleet is in “good general condition” and maintenance is carried out in accordance with the manufacturer's recommendations and regulatory controls

• Manages stop/duplicate fuel cards in the event of theft, loss or damage

• Adapts resources to needs: reallocation of vehicles, return of under-utilized vehicles, increased control of return costs