Human Resources Clerk

Under the overall supervision of the Chief of Mission (CoM) in Italy and direct supervision of the Senior Human Resources Coordinator (SHRC), the successful candidate will be responsible and accountable for managing the resources management functions in the Mission.

Core Functions / Responsibilities:

· Provide clerical assistance for the smooth running of the Human Resources processes and activities in the office;

· Provide general assistance in recruitment processes including but not limited to circulation of vacancy announcements, interview arrangements, preparation of materials necessary for the interviews and technical test, support with reference checks, sending out messages to candidates, etc;

· Perform assigned role(s) in PRISM HR, paying special attention to data consistency and accuracy; input and maintain data based on approvals and supporting documentation; generate reports, contract extensions, personnel actions and other related documentation;

· Maintain orderly personnel files of staff, instructions, bulletins and other documents in the Human Resources Unit (electronic and/or hard copies);

· Assist in the retrieval, drafting and formatting of reports, letters, notes and other Human Resources-related correspondence as directed;

· Support the organization of meetings, training activities and other Human Resources events by carrying out logistical activities such as arrangement of meeting facilities, equipment, materials, preparation of correspondence and drafting and assembling of documents;

· Perform other related duties as assigned.

Required Qualifications and Experience:


· High School diploma with three years of relevant experience; or,

· Bachelor’s degree in Human Resources, Business Administration, Psychology or related field with one year of relevant professional experience.


· Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook;

· Previous experience in SAP is a distinct advantage;

· Attention to detail, ability to organize paperwork in a methodical way;

· Discreet, details and clients-oriented, patient and willingness to learn new things; and,

· Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.


· Good spoken/written communication and organizational skills;

· Patient, tactful, accurate and a good team player.


· Fluency in Italian and English (oral and written);

Required Competencies:

The incumbent is expected to demonstrate the following values and competencies:


· Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.

· Integrity and transparency: maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.

· Professionalism: demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.

· Courage: Demonstrates willingness to take a stand on issues of importance.

· Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated

Core Competencies – behavioural indicators level 1

· Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.

· Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.

· Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.

· Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.

· Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

IOM’s competency framework can be found at this link.

Competencies will be assessed during a competency-based interview.


Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment, and verification of residency, visa and authorizations by the concerned Government, where applicable. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination against COVID-19.

This post is subject to local recruitment. Only persons holding a valid residence and work permit for Italy will be eligible for consideration

How to apply

Interested candidates are invited to submit their applications to by 12 December 2023 at 23:59 (CET – Rome time), including the following documents:

a) CV or PHF

b) Cover Letter

c) Questionnaire on Mandatory Requirements (Page 5)

The reference code VN 2023 43 HR Clerk_SURNAME Name must be clearly indicated in the e-mail subject otherwise the application will not be correctly routed.

You can read the VN here.

Candidates who do not possess the above requested qualifications will not be taken into consideration.

Only shortlisted candidates will be contacted for an interview, soon after the closing of the Vacancy.

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