HRIS Data and Reports Officer

Organization Background

Founded in 2011, the International NGO Safety Organization (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 provides daily support to more than 1,350 NGOs operating in 22 of the world's most insecure countries. INSO is registered in the Netherlands, with its headquarters located in The Hague, a city renowned for its international focus on peace and justice.

Purpose of the Role

As the HR Data & Reports Officer, you play a key role in keeping INSO's HR systems accurate, reliable, and insightful. Working closely with the HRIS Data & Reports Manager, you'll make sure our HR information is up to date, our reports are meaningful, and our tools are easy to use. You will be the go-to person for data accuracy, reporting, and documentation - helping colleagues across HQ and Country Offices work smarter and stay compliant.

You will also shape how HR information is shared - from maintaining the HR SharePoint and INSO HR Homepage to supporting system upgrades and vendor processes. This is a hands-on role for someone who enjoys structure, problem-solving, and helping others get the best out of HR systems.

Key Responsibilities
Data Accuracy & Integrity

• Keep HR data complete, correct, and current in Cezanne and related systems.
• Run regular quality checks to ensure audit readiness.
• Follow up with Country Offices on missing or incorrect data.
• Maintain records for all contractual modalities (staff, consultants, interns, volunteers, and service providers).

Reporting & Analytics

• Produce regular and ad-hoc reports on headcount, turnover, absences, contracts, and diversity.
• Maintain HR dashboards and ensure accuracy for leadership, audits, and donor reporting.
• Provide validated datasets for reviews, audits, and compliance exercises.

Systems & Workflows

• Support configuration and upkeep of HRIS modules (recruitment, onboarding, performance, absence).
• Apply and update HR templates, workflows, and forms.
• Test and document new system features and improvements.
• Manage and update HR SharePoint and the INSO HR Homepage for accessibility and consistency.

Training & Support

• Be the first point of contact for HRIS and reporting support to HQ and Country Offices.
• Help users navigate systems, solve issues, and generate reports.
• Create user-friendly guides, FAQs, and training materials.
• Deliver basic training sessions (online or in person).

Compliance & Procurement

• Ensure all HR data complies with GDPR and INSO's data protection standards.
• Keep audit-ready records for payroll, contracts, and entitlements.
• Prepare documentation for HR audits and donor compliance checks.
• Support the HRIS Manager with vendor management and procurement (renewals, licenses, and service agreements).

Coordination & Collaboration

• Work in close alignment with the HRIS Manager to meet goals and deadlines.
• Collaborate with HR Advisors, Officers, and Finance to ensure smooth data flows and reconciliations.
• Actively contribute to HR projects and global process improvements.

Key Requirements

Essential

• Minimum 2 years of experience in HR administration or HRIS/data management.
• Strong Excel and database skills with a structured, detail-oriented approach.
• Experience producing reports and maintaining workflows.
• Knowledge of GDPR and data protection in HR.
• Fluent in English.

Desirable

• Experience in international or multi-country HR operations.
• Familiarity with Cezanne HR or similar HRIS.
• Understanding of Dutch or international labor regulations.
• Additional languages (French, Spanish, Arabic) are an advantage.

Core Competencies

• Accuracy - You care about getting details right and keeping data clean.
• Ownership - You take initiative, follow through, and deliver quality outcomes.
• Communication - You explain information simply and ensure clarity across teams.
• Collaboration - You work well with others, share knowledge, and build trust.
• Integrity - You handle sensitive data responsibly and uphold confidentiality.
• Adaptability - You adjust smoothly to new tools, priorities, or ways of working.

INSO's Safeguarding Policy

INSO is fully committed to the safe recruitment, selection, and vetting of all potential new staff, trustees, and volunteers. 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, EUR 4,500 per month, 8% vacation pay (vakantiegeld), 2.5 days annual leave per month. INSO will provide Basic Premium ONVZ health insurance. The right to live and work in the Netherlands is required for this position. INSO's employment terms do not include transport or pension benefits.

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