Human Resources Assistant

Human Resources Assistant

Department:               Human Resources

Location:                    Rome, Italy                             

Organizational Context

The Jesuit Refugee Service (JRS) is a ministry of the Society of Jesus, incorporated as an international non-governmental organisation with a mission to accompany, serve, and advocate for the rights of refugees and forcibly displaced people. The organisation was founded in November 1980 and now has a presence in over 50 countries. JRS undertakes services at national and regional levels with the support and guidance of an international office (IO) in Rome. The style of JRS service is human and spiritual, working in situations of greatest need, seeking the long-term well-being of refugees and displaced people while not neglecting their immediate or urgent needs.
The main services provided are in the field of education, reconciliation, livelihood activities and psychosocial support. Currently, more than 724,000 individuals are direct beneficiaries of JRS projects.

Operational Context

The Human Resources Assistant collaborates with the Human Resources Department, supporting the team in the daily activities and ensuring consistency in the implementation of human resources policies, guidelines and practices.  

Key Responsibilities

Under the supervision of the Human Resources Director, the HR Assistant’s main responsibility will be to assist the Human Resources Department with effective delivery of HR services. More specifically:

• Assist with recruitment and selection activities including formatting, circulation and posting of vacancy announcements, monitoring the receipt of applications, carrying out pre-screenings, preparation of documentation, and logistic arrangements for selection panels 
• Collect, analyse, and screen spontaneous application, organizing and building an internal JRS roster
• Coordinate staff on-boarding activities including liaising with departments and following up on activities
• Prepare, check and monitor necessary documentation related to all personnel administration matters, also sharing relevant information with designated departments (e.g. Finance & Logistics department)
• Assist the HR Officer with monthly payroll related activities such as collection of timesheets and pay slips monitoring
• Liaise with the external Labour Law consultant if and when requested by the supervisor
• Support the JRS internal learning and development activities
• Provide administrative support to the performance management process including initiating, tracking, and monitoring of the various stages of the process
• Provide support to special projects (e.g. Global Demographic Survey) and activities including conducting information search as requested
• Support the HR Department with the roll-out of new Insurance Schemes
• Assist in the transition to the new HR information system (HRIS)
• Keep human resources files up to date with accurate information
• Assist in preparing correspondence, documentation, reports, and presentations
• Provide general office support services and performing tasks requested by supervisor, as appropriate

Qualification, Skills, and Competencies   

• Graduate degree or equivalent in Human Resource Administration, Business Administration or related field. A first level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree
• A minimum of two (2) years of experience working for an international/multilateral organisation, or development institutions in providing HR business services
• Proficiency in Microsoft Office, particularly Outlook, Word, Excel, Power Point
• Proficiency in written and verbal English
• Strong interpersonal skills and the ability to work in a multi-cultural, international, professional environment
• Demonstrated ability to work proactively and independently, as well as in a team- environment
• Sharing knowledge across the organisation and building a culture of knowledge
• High sense of discretion in dealing with confidential matters at all times

Desirable:

• Working knowledge of a second language (French, Spanish)
• Previous work experience with faith-based organizations and/or NGOs

Core values and ethics

• Good understanding of and compatibility with the values of JRS
• Commitment to JRS’s mission, vision and values; ability to convey with enthusiasm JRS’s role in accompanying and serving forcibly displaced people and to advocate for their right to protection and a life in dignity
• High integrity, honesty and confidentiality; ability to deal tactfully and discreetly with people, situations and information
• Acceptance of diversity and inclusion as a core value

Terms and Conditions

Please note that this position is only open to candidates who possess EU citizenships or other legal authorizations to work in the European Union.

Contract is for one year, renewable with an initial probationary period of 3 months.  The JRS remuneration policy is aligned with the JRS ethos to offer effective and professional services and at the same time express solidarity with the people served. Benefits and compensation package will be discussed with short-listed candidates.

How to apply

All applicants are requested to submit the following documents through JRS Careers web page (https://jrs.net/en/about-us/careers/explore-opportunities/), no later than 31 January 2020:

• A cover letter describing the candidate’s desire and motivation to work for JRS and how her/his qualifications and experience are a good fit for this position
• Curriculum Vitae (CV) in English, including three (3) professional references with contact information, phone and email address.

Consideration of candidates and interviews will begin immediately and continue until the position is filled. Only shortlisted candidates will be contacted.

Thank you for your interest in joining JRS