HR / Admin Assistant


Job Title HR / Admin Assistant  
Country Greece
Duty Station Thessaloniki  
Reports to HR Manager
Starting date As soon as possible  
Job Type Full time  
Donor, Project Title, Code IOM – “Hellenic Integration Support for Beneficiaries of International Protection-HELIOS” – EU Agreement: HOME/2019/AMIF/AG/EMAS/0092  
Deadline 29/ 09/ 2021  

The position is subjected to funding approval by the donor therefore, its validity cannot be guaranteed until final approval.


Purpose/objective of the position:

The HR Assistant is responsible of the proper maintenance of HR procedures and support to office management. In this context, he/she ensures the correct and effective management of resources, in accordance with the Organization’s procedures.  He/she is responsible for INTERSOS Hellas activities and staff with HR and Administrative tasks on daily basis. He/she is expected to be honest and transparent and keep the necessary level of confidentiality on information acquired on the job.


Management and program quality

Ensure the file management of Project’s HR files is maintained as per specific guidelines

Daily administrative office tasks


Monitoring and reporting

Provide regular progress reports to HR Manager and other focal points where required

Provide on weekly basis the updated HR Contracts file

Support the preparation of periodic reports to donors


Human Resources and Support to Personnel

Plan, monitor and weekly update the Staff Scheduler and personnel dossiers for staff (annual leaves, sick leaves, absences, timesheets, payroll etc)

Main focal point of all personnel dossiers, ensure that all HR files are kept and locked according to INTERSOS Hellas and legal requirements (e.g. employment contracts, CV’s, hiring docs etc).

Report to the HR Coordinator regarding the implementation of the Internal Regulations

Establishment of Interview Schedules in coordination with relevant staff, confirmation about interest with Job offer and informing about candidates’ rejection

According to the project needs, participate in interviews when asked from HR Coordinator and ensure that the Recruitment policy is respected

Enter data into the HR database and personal files and keep them up-to-date in order to facilitate HR processes management

Draft personnel’s contracts and Job Descriptions according to the HR Coordinator’s guidelines

Organize all necessary documentation and ensure documents required by Thessaloniki office are filled and sent on time



Support the budget forecast for personnel costs when it is required

Support to logistical arrangements for internal staff training

Collaborate with other field staff and the logistics, in provision of support for arrangements of staff travel and accommodation (local/finternational)

Perform other tasks and duties as required in order to ensure a correct implementation of project activities


As per required the HR Assistant should be copied in relation to

  • General Team issues
  • HR/Administrative Issues
  • Inform the staff on general HR Matters
  • Leave Requests, Sick Leaves, etc
  • Recruitment communication


Qualifications and Skills required

  • Relevant degree to HR, Business Administration or Economics
  • At least 1-year work experience in a similar role
  • Excellent knowledge of English, both written and verbal, is mandatory
  • Strong organizational skills with analytic approach, rigor and attention to detail
  • Good knowledge of Microsoft Office (word, excel, Internet, power point)
  • Ability to integrate and work well within multi-ethnic and multicultural team


If you wish to apply for the above position, please submit your CV along with a Cover Letter in English, not later than September 29th quoting reference code “HR/Admin Assistant” in the subject line of the e-mail at:  .

All applications will be treated with the strictest confidenciality. Only shortlisted candidates will be contacted for an interview appointment. Order or priority will be held and the identification of candidate could take place before the vacancy’s ending date.

To help us with our recruitment effort, please indicate in your email & motivation letter where you saw this job posting.

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