HR & Administration Assistant

Application deadline closed.

Job Description

International Commission of Jurists


The International Commission of Jurists (ICJ) is a worldwide organization of judges and lawyers united in affirming international law and rule of law principles that advance human rights. Its strategic goals for 2021-2025 are: (1) to develop, defend, and strengthen international institutions, instruments, and standards on rule of law and human rights; (2) to improve domestic implementation of, and compliance with, international law and standards; (3) to bolster the effectiveness and independence of judges and lawyers; and (4) to improve access to justice for all and accountability. With its Headquarters based in Geneva, Switzerland, ICJ has a presence in Africa, Latin America, Asia & the Pacific, Europe & Central Asia, and the Middle East.

The ICJ is seeking a full-time HR & Administration Assistant to provide support with the management of employee administration, payroll and recruitment for 80 staff located across 15 countries. The role also includes general office administration tasks for Geneva headquarters. The ideal candidate has a first experience in HR & payroll including some international exposure, is fluent in English and French, and excited about supporting the work of experts in international law, rule of law and human rights.


Reporting directly to the HR Manager, the HR & Administration Assistant holds the following responsibilities.

 Recruitment support

 Draft vacancy announcements and post them on recruitment platforms after approval;

  • Prepare CV assessment tables;
  • Organize written tests and interviews;
  • Update the recruitment tracker on a regular basis.

Staff Onboarding

 Request documentation to new employees and ensure that their personal folders are complete;

  • Plan and organize new employees’ induction, creation of the IT account;
  • Prepare new staff announcements;
  • Prepare the dossiers to request work permits.

Staff records maintenance and staff contracts

 Conduct regular audits of staff personal records to check they are complete;

  • Draft employment contracts and consultancy agreements;
  • Track and record absences and time sheets;
  • Update the ICJ staff list & the Organisational charts.
  • Prepare employee information reports: Swiss statistics office, annual reports on arrivals/departures, list of insurance premiums, etc;

Payroll preparation & HR Administration

  • Update employee records in the database: recording new employees, deactivating old employees, etc.
  • Prepare salary elements and record them in the payroll software;
  • Execute all other tasks related to payroll, following systematically the payroll tasks checklist;
  • Register /de-register headquarters employees with Swiss social insurances, collect taxation-at-source form; support employees in applying for child benefits (Allocations Familiales); handle work permit renewals;
  • Register/ de-register employees based in regions with relevant insurances;
  • Prepare HR documents for audits;

Staff Offboarding

  • Ensure administrative offboarding & de-activate IT accounts;
  • Ensure that ICJ property is returned;
  • Draft work certificates.

General office Administration:

  • Handle postal mail;
  • Check the email box and dispatch emails to relevant ICJ staff;
  • Set up Zoom webinars and meetings upon request;
  • Travel support: arrange the purchase of tickets, hotel reservations and travel insurance certificates for Geneva staff.
  • Be a focal point for IT matters: creating tickets on the IT support platform; arranging IT technician interventions when needed;
  • Maintain the list of assets (especially IT);
  • Maintain a contracts’ follow up table.
  • Assist in other administrative tasks as requested by the HR Manager or the CFO.


Education & Experience

  • University degree in human resources, business and administration or other relevant field; professional certification in Human Resources; or equivalent experience.

Work Experience

  • At least 1 year of work experience in HR or administration; relevant internships and traineeships can be considered.
  • Knowledge of Swiss payroll & labour law a strong asset, and /or knowledge of other payroll & labour laws (Belgium, France, Tunisia, South Africa, Colombia, Nepal, Thailand, Myanmar).
  • Experience with an NGO an asset.

Language Skills

Fluent in English; fluent in French is a strong asset.

Other competencies

  • IT skills strongly desirable: MS Office especially Excel; Outlook; SharePoint;
  • Attention to detail and accuracy;
  • Interpersonal and multicultural skills adapted to collaborating with remote teams;
  • Strong organisational, planning and time-management skills;
  • Ability to work under pressure and to adapt to changing priorities and needs;
  • Ability to take initiative;
  • Commitment to human rights and the rule of law.


 Interested applicants should provide all materials outlined below to by 02 February 2023, midnight Central European Time (CET).

Early applications are encouraged as they will be reviewed on a rolling basis, the ICJ reserves the right to close the recruitment process early if a suitable candidate has been identified.

  • A CV (maximum 2 pages);

Please indicate your home address and your phone number on the CV. The HR unit might contact you by phone (fast-track process).

  • A cover letter (maximum 1 page);
  • The names and contact information of at least two recent references.

Please include “HR & Administration Assistant” in the subject line of the application e-mail. The ICJ shall not be liable for not considering applications that are submitted with a different subject.

Only candidates with the relevant work authorization will be considered.

Please appreciate that due to the volume of applications, only short-listed candidates will be contacted.

The ICJ is committed to the principle of equal employment opportunity and value a diverse workforce. The ICJ’s policy is to practice a fair and non-discriminatory recruitment and selection procedure and to strive for and maintain international and multi-cultural personnel.

 Applications are encouraged from all qualified candidates without distinction on grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation and gender identity.

 ICJ staff must adhere to its Code of Ethics which states that discrimination, bullying and harassment in any form will not be tolerated, nor sexual harassment, violence or assault in any form. The ICJ conducts systematic reference checks to confirm the absence of such misconduct during previous employments.