Human Resources Assistant at Medecins Sans Frontieres

Main Objective and Responsibilities

• Execute administrative, HR and legal related tasks to support the Project HR Manager following MSF standards and procedures, in order to ensure legal compliance and to realize the HR capacity required to achieve project objectives.

Accountabilities

• Under supervision of the Project HR Manager managing personal files in order to ensure accuracy, compliance and on time payments.
• Updating the HR database and personal files to facilitate HR processes management.
• Updating Social security Tax office files in order to meet legal requirements including specific amendments when necessary in order to ensure local labour and fiscal law compliance.
• Preparing employment contracts in conformity with legal requirements including specific amendments when necessary in order to ensure local labour and fiscal law compliance.
• Preparing monthly pay slips for all staff, editing and updating the necessary data, in order to ensure the punctuality and accuracy of staff payroll.
• Following up of all expiring rental contract dates and inform the Administration Manager in order to leave enough time to arrange a renewal or look for some other alternative.
• Making all administrative information available to the staff (posting, meetings, etc.), supporting the Project HR Manager in translating documents into local language and assisting in meetings upon request.
• Additional HR/ Admin tasks delegated by the Project HR Manager

MSF Section/Context-Specific Accountabilities

• Ensure that the daily worker pool is updated and the relevant information are recorded accurately. Facilitate their work with each department. Additionally ensure that the paper work for daily worker use are accurate, updated and complete.
• Take care of national and international staff flights, accommodation, airport transport, visa, work permit, medical tests and any related transit work.
• Brief new arrivals both national and international in terms of the project, introduce them to the team and also their accommodation.
• Assist in recruitment technicalities such as sharing vacancy with coordination for announcement, making the recruitment tool, arranging and facilitating test locations between projects, informing applicants whether selected or not.
• L&D follow up (sending applications, facilitating trainings, follow up on reports, booking the venues, preparing perdiems, security money, travel, visa requirements etc. filling out L&D activity reports and following up with the L&D manager in the mission in terms of all L&D related activities.
• Keep abreast of the performance management requirements in the project, maintain an overview and follow up on staff appraisals and evaluations with supervisors and managers and record them in Homere in timely manner.
• Supervise the cleaners, cooks and cashier, take care of their administrative needs and ensure they carry out their day to day tasks effectively.
• Control the admin office supplies in terms of stationary and cleaning items in addition to drinking water, tea, sugar, milk and coffee etc. make sure that we have sufficient stock in the office. Liaise with the supply department and make sure we don’t run out of these items.
• Be flexible and open to work in a dynamic and ever changing work environment
• Be adaptable in terms of taking on new tasks and adjusting to ad-hoc requests
• Be friendly and welcoming to all staff, encourage having an open and safe environment in the office
• Cover for the Finance Assistant in case there are any needs as per the discretion of the manager.
• Flexibility in undertaking assigned tasks, due to the changing nature of MSF operations

Requirements
To apply for this role applicants MUST meet the following criteria:
Educational Qualification:

• Desirable finance, business, management or administration related degree/diploma.

Experience:

• Essential previous working experience of at least two years in relevant jobs.
• Desirable experience in MSF or other NGOs in developing countries.

Languages:

• Mission language and local language essential

Knowledge:

• Essential computer literacy (word, excel, internet)

Competencies:

• Results and quality orientation, team work and cooperation, behavioural flexibility, commitment to MSF principles and stress management.