HR Assistant 50%

Our mission

Ivy Partners is a Swiss advising company that contributes to the evolution of companies in their strategic, technological and organisational challenges.

Our mission is to offer our employees a career that will positively contribute to their fulfillment and well-being by creating a supportive environment where everyone is valued and empowered with training and growth prospects.

Our job is to support leading companies in their sectors in their digital transformation and their technological and business challenges.

Your role

You will ensure the day-to-day management of HR administration in Portugal while guaranteeing compliance with Portuguese labour legislation and providing a high-quality employee experience throughout the employee lifecycle.

Working closely with the HR Director, Finance team and local managers, you will become the operational HR point of contact for Portugal.

Your responsibilities

Payroll & HR Administration

• Prepare monthly payroll variables and validate payroll results
• Submit monthly Segurança Social declarations (DMR)
• Monitor Social Security contributions and identify anomalies
• Manage employee attendance, absences and sick leave administration
• Maintain personnel records and HR documentation
• Produce HR certificates, attestations and employee communications
• Ensure document archiving and legal compliance

Employee Lifecycle

• Coordinate complete onboarding processes (contracts, equipment, IT access, insurance, medical visits, Coverflex...)
• Prepare employment contracts and amendments
• Declare new hires to Portuguese authorities
• Coordinate offboarding processes, asset returns and final settlements
• Monitor probation periods, contract renewals and contractual changes

Compliance

• Maintain personnel registers
• Coordinate mandatory occupational health appointments
• Support annual training administration and DGERT declarations
• Monitor HR compliance calendar together with our legal advisor
• Prepare annual statutory HR declarations

Depending on your experience, you may also contribute to

• Acting as the daily HR contact for Portuguese employees
• Advising local managers on HR policies and labour law
• Coordinating with Portuguese institutions (ACT, Segurança Social, insurers, occupational health providers)
• Supporting employee relations and complex HR cases
• Participating in career reviews and development initiatives
• Coordinating local training providers
• Organising HR events and employer branding initiatives
• Contributing to the continuous improvement of our HR practices

What we're looking for

• Previous experience in HR Administration, HR Operations or Payroll in Portugal
• Good knowledge of Portuguese labour law and HR administrative processes
• Experience managing payroll coordination and Social Security declarations
• Strong organisational skills and attention to detail
• Ability to work autonomously while collaborating with international teams
• High level of discretion and confidentiality
• Excellent communication skills

Languages

• Portuguese: Native
• English: Professional level
• French is considered a strong advantage

This position is much more than an administrative HR role.

You will be the first line of HR compliance for Portugal, ensuring that legal obligations are met while supporting employees throughout their journey with Ivy Partners.

The role requires:

• Absolute confidentiality regarding sensitive HR information
• Reliability in meeting statutory HR deadlines
• Excellent documentation and organisational skills
• A neutral and professional HR posture
• Daily coordination with teams in both Portugal and Switzerland

What we offer

• A permanent 50% position with flexibility in work organisation
• A high level of autonomy and ownership
• Close collaboration with an international HR team
• A people-first company culture
• Opportunities to broaden your HR scope over time
• A modern, collaborative and supportive working environment

Ivy, is also about

Care | We offer a supportive environment where everyone is valued and empowered with training and growth prospect.

Trust | Working with us is always about establishing a partnership based on trust, professionalism, and transparency.

Innovation | We empower effective digital transformation through a unique blend of innovative technology and creative thinking.

Responsibility | Community is at the heart of everything we do, and we take that responsibility seriously by working hard to create a positive impact.