Starting date: ASAP – One year contract

Overall Purpose:

Within the global HR team and reporting to the Director of Human Resources, the HR Administrative Officer serves as the primary point of contact for HR inquiries from both employees and external partners/consultants in our Geneva office. This role entails overseeing a wide spectrum of employee documentation, encompassing contracts, employee services, and employee relations. Additionally, responsibilities include the comprehensive management of Personnel Administration and payroll processes. This role actively contributes to shaping the HR department’s goals, objectives, and systems.

Responsibilities Personnel administration

  • Oversee all staff engagement for Geneva office and manage the onboarding and offboarding process;
  • Manage all employee requests related to HR administrative follow-up in compliance with the regulations and procedures in force;
  • Manage the drafting and renewing of employment contracts;
  • Support the relocation of new employees;
  • Elaborate and follow-up of all HR documents including but not limited work certificates and attestations;
  • Lead, maintain, stay up-to-date and guide on all matters pertaining to Swiss Personnel Administration, including work permits procedures and regulations;
  • Provide support and guidance to management, and other staff when complex, specialised, and sensitive questions and issues arise;
  • Investigate and work to ensure human resources-related decisions are consistent and fair;
  • Initiate and contribute to the review of work processes and procedures, forms, documents and internal tools;
  • Maintains compliance with federal, state, and local employment laws and regulations, and recommended best practices; reviews policies and practices to maintain compliance.

Payroll coordination

  • Coordinate Geneva payroll and link with the external supplier;
  • Review employee final payments for accuracy and compliance with labour laws;
  • Provide salary costs for Geneva when needed;
  • Prepare year-end reconciliations with the accounting department;
  • Prepare the holiday accruals per trimester;
  • Prepare and follow-up the salary allocations for relevant budgets;
  • Management of salary reclassifications.


  • Support for any HR related request during internal/external audits;
  • Comply with new internal controls ;
  • Support internal controls linked to personnel administration and consultants;
  • Prepare documents for external auditors.


  • Manage and update consultancy contracts and policies for Switzerland in coordination with the legal department;
  • Prepare amendments, memos, attestations and any other official documents;
  • Maintain consultant database up to date;
  • Check and approve consultants invoices;
  • Support consultants’ focal points on consultancy agreements.


  • Bachelor’s degree in Human Resources or related field;
  • 5-7 years of experience in HR, with a focus on personnel administration;
  • Sound knowledge of Swiss labor law, as well as relevant regulations in the HR scope;
  • Experience with NGOs or international organizations is a plus,
  • Strong organizational skills and attention to details;
  • Fluency in both English and French.

Additional skills needed for the position:

  • Excellent communication and interpersonal skills.
  • Ability to work independently and as part of a team.
  • Proficiency in Microsoft Office and HRIS systems.

To apply, please send your CV and a motivation letter in a single PDF file to by October 8. Please include “HR Admin Officer” in the subject line of your email.

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