HR Administrative Assistant

Italy, La Spezia, NATO CMRE
B2B hourly rate EUR 25-35
28 Mar 2017
25 Apr 2017
Clearance Level
Job Type

Sapienza is looking for the right HR Administrative Assistant for this opportunity. The NATO Centre for Maritime Research and Experimentation (CMRE) in La Spezia – Italy, is looking for temporary support in their Human Resources activities. The position will be for three months (extensions could be possible) to be based at their site.


  • Personnel Administration activities:
  • Entering of the new Staff Member and dependant
  • In-processing and out-processing HR administrative tasks of NICs, VNC Military contributions, Consultants and VRPs. (ex. collection of relevant personnel documentation, printing of the ID cards and security passes, organizing the initial medical visit etc.)
  • Point of contact for the Staff in relation to simple administrative acts, such as but not limited to special certification, special leave clarification, CPRs updating
  • NICs attendance and leave recording, fling and verification in accordance with CPRS and CMRE operative instruction, update leave balances and calculations of carryovers
  • Processing of the special leave request and medical certification
  • Assisting in the maintenance of personnel files and archiving activities ensuring protection of personal data
  • Process the Purchase Orders and Purchase Request for the Section, including the Staff joining and separation move, keeping updated the relevant registers
  • Assistance to foreign staff and their family settling:
  • Support and coordination with respect to immigration procedures
  • In dealing with the Italian Consulates and the Italian Ministry of Foreign Affairs for the issuance of visas; occasionally specially in the initial phases may accompany the staff to the public office
  • Gives a support and indication for the settling phase such as but not limited to: instruction for the housing, get the utilities etc. 
  • HR department logistics:
  • Point of contact for the Health and Security HR services such as but not limited to liaison with the Medical Consultant, yearly examinations, logistic support in the yearly H&S visit etc.
  • Support in the security process and logistic for section’s external visitors
  • Collection of travel request and expenses claim forms for all the external individual such as Internships, Consultant and VRPs
  • Other duties as assigned


  • Some experience in the Administration field; preferred a previous working experience in a modern organized environment in Human Resources, Finance/ Administration or Legal
  • High school diploma/ professional school possibly in accounting, administration or generally in humanistic
  • Fantastic communication skills, written and spoken, with fluency in English AND Italian
  • Advanced knowledge of MS Word and Excel
  • Excellent people skills, demonstrate interest in and understanding of others; adapts to the specific working team; listen consults and communicates proactively; able to basic interactions with all level of hierarchy inside the organization
  • Excellent planning and organizing skills: plans activities in advance and takes in account of possible changing circumstances; manage time effectively: identifies and organises resources needed to accomplish tasks
  • Delivering results: works in a systematic and methodical and orderly way
  • Detail oriented: appropriately follows instructions, keeps to schedules arrived punctually, demonstrate commitment to the organization
  • Team player: feel the sense of belonging to the HR section and has a strong will to contribute to the success of the session supporting the other internal expert when needed
  • Sense of ownership and responsibility of the assigned tasks and projects. Accepts and tackles demanding and more operational tasks with enthusiasm and proactivity
  • National from a NATO member state with willingness to obtain security clearance
  • Candidates must be eligible to work in the EU
  • Able to relocate flexibly and work onsite at NATO CMRE in La Spezia (Italy)