HR Administrator Officer

  • Basis:  Full-Time
  • Closing Date:  16 Mar, 2020
  • Job Ref:  HRAO_2020

Job Description

The International Institute for Justice and the Rule of Law (IIJ) is an intergovernmental organisation located in Malta with a mission to deliver innovative and sustainable capacity building through the implementation of counterterrorism-related, rule of law-based good practices developed by the Global Counterterrorism Forum (GCTF) and other international and regional fora.

Since its inauguration in 2014, the IIJ has trained more than 5000 criminal justice practitioners through interactive workshops – in Malta and abroad – that enhance the competencies of parliamentarians, judges, prosecutors, police, prison and other criminal justice practitioners to address terrorism and related transnational criminal activities within a rule of law framework.  The IIJ delivers capacity building training tailored to the needs of the regions it serves, including North, West and East Africa; the Middle East; and select engagement in the Balkans, and Central, South and Southeast Asia.

The IIJ is seeking to recruit a focused, energetic and detail-oriented HR Administrator to join the Institute’s Administration Unit. Under the overall guidance of the Executive Secretary and the direct supervision of the Director of Administration and Outreach, the HR Administrator Officer will be the focal point for any Human Resource-related matters in the IIJ, including the procurement and contracting of Subject Matter Experts for various IIJ programmes.

An attractive remuneration package will be offered commensurate with the selected applicant’s profile and work experience.

Position Description
The successful candidate will be an integral part of a dynamic and multi-national team. The initial appointment will be made for a period of one year and may be extended subject to performance, need and funding. This position will be based in Malta. Duties and responsibilities will include:

Human Resources – 35%

  • Advising senior management on all aspects related to the IIJ Personnel Policy and human resources-related matters.
  • Co-ordination of various staff benefits.
  • Informing IIJ staff on staff benefits and leave entitlements.
  • Advising on matters pertaining to current recruitment practices, candidate selection and ensuring conformance with legislation and the IIJ Personnel Policy.
  • Assuming the role of Secretary on recruitment panels.
  • Assisting Senior Management and staff with the IIJ’s performance appraisal system.
  • Liaising with the Ministry of Foreign Affairs and other governmental entities on matters concerning the people management function.
  • Keeping abreast of policy developments in various areas of human resources.
  • Conducting induction processes and exit interviews.

Administration – 65 %

  • Preparing vacancy announcements, interview reports, consultancy contracts and briefing notes on HR issues.
  • Developing and updating human resources regulations and policies to meet the evolving needs of the IIJ and Maltese legislation.
  • Drafting of HR-related data required for grant reporting purposes.
  • Composition of note verbale communications with the Ministry of Foreign Affairs.
  • Administration of residence documentation including diplomatic IDs.
  • Drafting of employment and Subject Matter Expert contracts.
  • Registering employees with the necessary local authorities.
  • Record keeping of personal data pertaining IIJ Staff, Subject Matter Experts and Secondees.
  • Monthly communication with external suppliers on data pertaining to payroll.
  • Assuming the role of IIJ Data Protection Officer.
  • Co-ordination of the IIJ’s recruitment video interview system.
  • Maintaining personal data on the IIJ’s system.
  • Co-ordination of obligatory training and professional development.
  • Providing administrative and legal support to IIJ Senior Management as required.
  • Performing other duties as assigned by the Employer.

Person Specification

  • A first level university degree in business administration, public administration, human resources management is required.
  • A qualification in International Relations or related area is desirable.
  • A minimum of five years of progressively responsible experience in administration, human resource management and international relations is required.
  • Demonstratable experience in drafting, analysing and implementing HR policies.
  • Professional command of the English language, with excellent oral and written communication skills, and exceptional attention to detail.
  • Qualified and well-versed in Employment Regulations in both Maltese and EU contexts.
  • Highly organised with excellent planning and co-ordination skills.
  • Ability to work accurately on time-sensitive projects.
  • Ability to work independently, set priorities and organise work to meet deadlines.
  • Strong interpersonal skills and the ability to establish and maintain a range of contacts.
  • Demonstrated gender awareness and sensitivity.
  • Ability to work in a team and establish effective working relationships with people of different cultural backgrounds.
  • Experience working with international organisations or international organization-funded programmes.

Remuneration commensurate with prior experience and qualifications.