Payroll Officer – HQ
Founded in 2011, the International NGO Safety Organisation (INSO) is an international NGO that supports humanitarian aid workers by establishing safety coordination platforms in insecure contexts. INSO provides registered NGOs with a range of free services, including real-time incident tracking, analytical reports, safety-related data and mapping, crisis management support, staff orientations and training.
INSO services help NGOs with their day-to-day risk management responsibilities and improve their overall situational awareness to support evidence-based humanitarian access decisions.
INSO provides daily support to more than 1000 NGOs operating in 18 of the world’s most insecure countries and has earned a strong reputation for its performance, principles and professionalism.
INSO is registered in the Netherlands with its headquarters based in The Hague, the international city of peace and justice.
The Payroll Officer will be responsible for managing monthly payroll process for all of INSO’s international staff (approx. 110) based in a number of international jurisdictions and those based in HQ in The Hague (approx. 35). The Payroll Officer will be the focal point on payroll matters, processing payroll (new joiners, internal movements/transfers), assisting with employee queries, data entry, benefits administration, reporting and ad hoc payroll requests. The Payroll Officer consolidates and checks payrolls prepared by Country Offices.
The Payroll Officer is the first point of contact for payroll queries and will also contribute to HR projects, particularly those relating to compensation and benefits. The Payroll Officer will produce and analyse data, draft reports to inform compensation and benefits strategy together with the Director of HR.
Main Duties and Responsibilities:
- Manage payroll process, liaising with the finance team and our payroll provider for the Netherlands.
- Calculate staff entitlements and manage staff benefits.
- Implement and administer systems and processes to support an effective HR service, including benefits.
- Manage staff insurance enrollment and cancellation issues.
- Provide employees with insurance certificates, receive, reconcile and submit invoices to the Finance Department for payment;
- Set up staff banking details online and liaise with the bank on all issues related to salary disbursements.
- Receive country office payroll inputs and conduct adequate controls to validate salaries, increments, pro-rated amounts, deductions, allowances or final payments.
- Make calculations and keep accurate records with regard to calculations for staff longevity payments and insurance premiums.
- Prepare staff salary payments in the online banking interface and submit payroll journal, documents, notes and reconciliations to the Finance Director for disbursements;
- Distribute e-pay slips to international and HQ employees;
- Archive payroll journals, pay-slips and disbursements report on SharePoint for audit purposes.
- Provide first-level advice to managers and staff appropriate to the role.
- Contribute to the review and draft policies, ensuring they are up to date and fit for purpose and support our commitment to equality and diversity
- Work to strict confidentiality as commensurate with a HR role in all forms including electronically, written form and verbally
- Ensure our work is compliant with GDPR and INSO’s policies and procedures.
- All reasonable duties commensurate with the role.
Knowledge, Skills and Experience
- Fluency in English (written and spoken).
- A keen eye for detail and good mathematical skills
- A Bachelor’s degree in a relevant field from a recognised academic institution.
- At least 3 year experience of payroll administration
- Experience within an NGO or international organisation;
- Proficient use of MS Office, especially Excel, and experience with database management, payroll software and HRM systems
- Able to work in the EU.
Nice to Have:
- HR and or payroll administration qualification
- French language skills
- Dutch language skills
- Existing knowledge of and affinity to INSO and its mission.
- Attention to detail.
- Good time management.
INSO’s Safeguarding Policy
INSO is fully committed to safe recruitment, selection and vetting of all potential new staff, trustees and volunteers and we will ensure rigorous compliance with our Code of Conduct and Safeguarding policy throughout the recruitment process.
Terms & Conditions:
Fixed-term (renewable) full-time contract based in The Hague, Netherlands, €4,750 per month, 8% vacation pay (vakentiegeld), 2.5 days annual leave per month. We also provide Basic Premium Health Insurance with ONVZ.
How to apply:
Interested applicants are requested to send the following documents to email@example.com with the reference “Payroll Officer” in the subject line of the email:
- Cover letter specifying how you meet the mandatory requirements, your motivation in applying and what you hope to bring to INSO (1-page maximum).
- Up to date CV (2-page maximum).
Please do not send any additional information (such as copies of certificates, copies of diplomas, other writing samples, etc.) and keep the total size of your application under 2MB if possible. Only shortlisted candidates will be contacted.
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