Programmes Personnel Administration Specialist

Médecins Sans Frontières (MSF) is an international, independent, medical humanitarian organisation that delivers emergency aid to people affected by armed conflict, epidemics, natural disasters and exclusion from healthcare.
As a partner section, MSF Italy is engaged in saving lives and alleviating suffering through fundraising; communication and advocacy, recruitment and deployment of field workers; as well as running operations in Italy and supporting international operations through expertise and other kinds of direct support.

The Personnel Administration Specialist, reporting to the Personnel Administration Coordinator and Operations HR Coordinator, is responsible for the hiring & contracting, administration & payroll, departure & return of the staff group assigned to him/her (country-based and mobile staff) according to the labor legislation in Italy.

The Personnel Administration Specialist:

• Ensures the activities related to the establishment, transformation, and termination of the employment relationship in compliance with Italian legislation and organizational procedures;

• Ensures the remuneration (salary, compensations, etc.) and benefits (holidays, leaves, social coverage, health coverage, fringe benefits etc.);

• Implements the new HR policies and procedures (salary updates, benefits, organization, labor contracts, specific packages, etc.);

• Collects and updates personal, salary and organizational data of the staff group managed in internal HR systems;

• Ensures assistance and consultation to the staff group managed for all the administrative procedures throughout the life cycle of the worker;

• Ensures payroll process and contributions in compliance with social security, fiscal and tax regulations and the regulations of the national collective agreement applied and organizational procedures;

• Ensures the registration, closure, and variation of the insurance relationship of the staff group assigned and provides them with assistance;

• Coordinates with the Finance Department for the correct recording of labor costs;

• Prepares the necessary administrative dossiers (work permit, visa etc.);

• He/she takes care of the delivery of the CU for all the staff of the office in force and terminated;

• Collaborates with the Labor Consultant for the opening / extension / closure of contracts, processing of payslips;

• Collaborates with Safe & Security Referent for the compliance of Dlg. 81/2008;

• In collaboration with Programmes HR Coordinator (HRCO), ensures regular administrative meetings with staff to keep them informed and to guarantee the respect of their rights and duties. Inform them of any change in Labour legislation (in collaboration with Organization and Labor law unit) and  general employment framework which may affect them (i.e. legal amendments, changes in local practices, new HR-Admin policies or procedures, amendments to Internal Regulations, etc.);

• Support the HRCO in the internal and international movements of the staff (detachments, field visits, trainings, etc);

• Perform regular field visits in the mission projects to give administrative support.

The Personnel Key requirement/education:

• Degree in administration related studies;

• Excellent knowledge of labour law;

• Knowledge of payroll processing software;

• Very good knowledge of IT tools (Office package, Database);

• B2 English level;

• B2 French level.

Behaviour skills/competencies:

• Behavioural flexibility;

• Emotion and stress management;

• Result and quality orientation;

• Planning and organization;

• Initiative and innovation.

Work experiences:

• 2 years of experience in administrative management of human resources.

Added value/asset:

• Able to prioritize own work and may deviate from established procedures and practices if the end results meet the required standards.

Positions details:

Contract: Fixed term, 11 months. Full-time. Level II of Italian CCNL of Commerce.

Gross Annual Salary: min 33.152,00€ - max 40.208,00 € (depending on experience of the selected candidate).

Starting date: 02/02/2026

Location: Hybrid, MSF Italy Rome office and from home.