HR Admin Officer

INTERSOS is an independent humanitarian organization that assists the victims of natural disasters, armed conflicts and exclusion. Its activities are based on the principles of solidarity, justice, human dignity, equality of rights and opportunities, respect for diversity and coexistence, paying special attention to the most vulnerable people.

Terms of reference

Job Title: HR Admin Officer

Code: SR-00-10283

Duty station: HQ Rome (hybrid)

Starting date: 01/01/2027

Contract duration: 36 months

Reporting to: HR Generalist

General context of the project

INTERSOS is a humanitarian organisation founded in 1992 that operates on the front lines of crises. In the countries where it operates, INTERSOS intervenes to assist the most vulnerable populations affected by conflict, extreme poverty, and natural or man-made disasters. The organisation works in complex, hard-to-reach areas where humanitarian needs remain acute, and the humanitarian presence is often limited. In these contexts, INTERSOS focuses on providing life-saving humanitarian assistance to displaced populations and host communities, primarily in the sectors of Protection and Health & Nutrition.

INTERSOS’s operations are guided by its Charter of Values and the humanitarian principles of humanity, neutrality, impartiality, and independence. Specifically, INTERSOS is an organisation that is borderless, impartial, independent, culturally sensitive, committed to leveraging local capacities, professional in its solidarity, and transparent. INTERSOS also adheres to the Code of Conduct for the International Red Cross and Red Crescent Movement and NGOs in Disaster Relief.
The INTERSOS HR department operates globally through Recruitment, HR Admin, and Learning & Development units, complemented by Regional HR Coordinators. You will join an international team that is closely connected to field operations, where you will play a direct role in managing our international and headquarters staff.

General purpose of the position

The HR Admin Officer will support the daily administrative functions of the HR administration unit, assisting the team with personnel administration for both HQ and site-based staff. Specifically, they will provide support in managing contracts and preparing documentation related to payroll processes, audits, and staff mobility.

Main responsibilities and tasks:

Contract Management and Onboarding

• Support the team in preparing staff contracts in compliance with legal requirements, handling notifications to relevant hiring authorities (e.g., ANPAL), and managing the administration of contract amendments, extensions, resignations, and terminations.
• Enter and maintain personnel records in the company management system as part of the onboarding process for new hires.
• Manage the filing and archiving of contracts for international and HQ staff.
• Provide operational support for administrative procedures related to staff mobility.

Personnel Administration, HQ Support, and Audit Support

• Assist in gathering and preparing administrative documentation required for internal and external audits and financial reporting, in coordination with the admin team.
• Assist in the preparation of staff tax statements (*Certificazioni Uniche*).
• Assist in managing meal vouchers and tracking leave/vacation time.
• Support the administration of workplace safety-related procedures.

Required profile

Education

• Master's degree in Economics, Law, Political Science, Labour Consultancy, or related fields.

Professional experience

• Brief experience (including internships or traineeships) in administration, HR management, or back-office roles is desirable.
• Junior profile (not above 29 years old)
• Work experience or an internship abroad—preferably with humanitarian organisations or in the third sector—represents a significant asset.

Professional requirements

• Excellent knowledge of key IT tools.
• Basic understanding of HR-related administrative processes.

Languages

• Italian: Native speaker or C2 level.
• English: Excellent written and spoken proficiency.
• French: Knowledge of the language is an asset.

Personal requirements

• Strong organisational and priority-setting skills.
• Aptitude for teamwork.
• High level of accuracy, confidentiality, and attention to detail in handling sensitive data.
• Flexibility, adaptability, and a proactive approach.
• Commitment to and alignment with INTERSOS’s values and ethical principles.

General conditions and benefits:

• Salary range: 23.500-27.000€ per year
• Accommodation: N/A
• R&R: N/A
• Remuneration: The monthly remuneration is defined, for each position, according to the standard HQ salary grid and function grid, taking into account the experience of the selected candidate. It is communicated during the HR interview, or at any rate during the first stage of the selection process.
• Transportation: Round-trip flights for the humanitarian worker in case of field visits.
• Medical insurance: Medical insurance, vaccines and psychological support are provided for the humanitarian worker on request.
• Visa: INTERSOS covers the costs and visa support for the humanitarian worker.
• Annual leave: 2 days per month
• Induction: Online orientation course: each new staff member receives preparatory training before departure, adequate to provide the necessary information related to the structure of INTERSOS and the main decision-making processes and working tools, in order to facilitate entry into the Organisation.
• Note 1: INTERSOS applies a “Learning & Development Policy” which includes the possibility to receive capacitation and participate in internal and external training. Priority will be given to Staff working for INTERSOS for over two years.
• Note 2: The categorisation of Family, Non-Family, and Accompanied Duty stations is subject to security criteria, access to health and education services, and is non-negotiable.