HR Assistant at Medecins Sans Frontieres

Code: AS01102
Location: Gwoza, Borno
Working hours: 48 Hours per week
Grade level: 6 Under Local Contract
Reports to (Hierarchical): Project FIN/ HR Manager
Reports to (Functional): Project FIN/ HR Manager & PAM
Job Family: HR & FIN
Supervises (Function): Cooks and Cleaners

Main Purpose

• 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
Employment Contracts & follow up:

• Drafts new employment contract upon Administration manager’s request
• Presents and explains the terms of contract and the content of Internal regulation (rights and obligations) to newly recruited personnel
• Compiles and updates individual employee files: curriculum vitae, motivation letters, employer certifi-cates, diplomas, certificates of physical aptitude, family composition, national identity card, driving li-censes for drivers, power of attorney, contracts, amendments etc…
• Creates and updates the employee file and salary form in Homere, with the necessary information (iden-tity, employment contract, dependants)
• Prepares amendments to contracts  upon request of the Administration manager
• Helps the Administration manager to draw up annual holiday planning following personnel requests
• Follows up the balance of outstanding holidays on Homere and anticipates the adjustments required

Salary payments & Social security contributions:

• Enters the variable pay slip elements on Homere: includes salary advances  and absences (paid holi-days, sick leave, unpaid leave, etc.), collects overtime forms, checking their validity.
• Edits pay slips and checks that each slip is correctly filled in Homere
• Checks the list of employees and pay slips with Administration manager
• Prints off the pay slips and closing the month’s pay
• Answers to day to day questions of employees concerning their pay slips
• At the end of the contract, prepares final settlement, checks all remaining unpaid leave and Homere var-iable
• Draws up the declaration forms for monthly taxes and employee/employer social security contributions
• Archives the payment of these taxes/contribution

Salary payments & Social security contributions:

• Enters the variable pay slip elements on Homere: includes salary advances  and absences (paid holi-days, sick leave, unpaid leave, etc.), collects overtime forms, checking their validity.
• Edits pay slips and checks that each slip is correctly filled in Homere
• Checks the list of employees and pay slips with Administration manager
• Prints off the pay slips and closing the month’s pay
• Answers to day to day questions of employees concerning their pay slips
• At the end of the contract, prepares final settlement, checks all remaining unpaid leave and Homere var-iable

Communication and reporting:

• Makes all administrative information available to the staff (posting, meeting,)
• Ensures continuous communication with Administration manager.
• Helps Following up cost of living on a regular basis.
• Helps preparing letters to local authorities (i.e. tax offices, ministry of labour
• Helps preparing written documents, certificates for the staff

Filing:

• Ensures the correct filing of all the administrative documents and of employees files
• Ensures the proper filing of all accounting pieces and documents.
• Ensures the confidentiality of all the documents related to personal files

Requirements
Education:

• Desirable Finance, Business or Administration related diploma.

Experience:

• Essential previous working experience of at least two years in relevant jobs.
• Desirable experience in MSF or other NGOs in developing countries.
• Passed The National Youth Service Corps (NYSC).

Languages:

• English, Hausa, Mandra essential and Kanuri preferable

Knowledge:

• Essential computer literacy (word, excel, internet).

Competencies:

• Results and Quality Orientation L2  Team work and Cooperation L2  Behavioural Flexibility L2  Commitment to MSF Principles L2  Stress Management L3

Salary

• Salary: As per the MSF salary scale (national/local contract)
• Basic salary: N303,781 monthly.