Human Resource Assistant at Medecins Sans Frontieres

Job 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.

Job Description
HR Documentation & Compliance:

• Ensure proper filing of all HR records (recruitment files, contracts, payslips, certifications, roosters, leaves, etc.).
• Maintain and update personal files for MSF and Incentive Staff, ensuring accuracy and compliance.
• Under the supervision of HR Manager, verify compliance with legal requirements for contracts, amendments, and employee documentation.
• Assist in audits or inspections related to HR documentation when required.

Payroll & Payments Administration:

• Support payroll processing by verifying attendance, leave records, and other relevant inputs.
• Distribute monthly payslips, ensuring accuracy in salary adjustments, allowances, and deductions.
• Under the supervision of the HR Manager:
  • Prepare MoH Incentive payroll calculations and ensure timely payments.
  • Ensure weekly submission of payments for the Daily Workers.

Rosters & Timekeeping:

• Track and confirm timely submission of monthly rosters by Supervisors/Managers before month-end.
• Ensure all rosters are verified for accuracy prior to payroll processing.

Recruitment & Onboarding Support:

• Assist the HR Manager in recruitment processes and Daily Worker Pool preparation.
• Support Supervisors and Managers in onboarding and staff orientation for new hires.

Training & Performance Management:

• Organize and coordinate logistics for training sessions (venue, materials, stationary, food, attendance tracking, etc.).
• Follow up with line managers to ensure timely completion of staff appraisals.

HR Communication & Administrative Support:

• Disseminate HR-related information to staff (announcements, policy updates, meeting schedules).
• Provide logistical support for HR meetings (scheduling, minutes, documentation).
• Assist in translating HR documents into the local language when needed.

Additional Duties:

• Assist the HR Manager in follow-ups for Service Contracts.
• Fill the HR Assistant gap in Bauchi Project office whenever required.
• Perform any other HR/administrative tasks as delegated by the Project HR Manager.

Requirements
Education:

• Bachelor’s Degree, Certification or Degree in HR is an asset.

Experience:

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

Languages:

• English and Hausa language are essential.

Knowledge:

• Essential computer literacy (word, excel, internet)

Competencies:

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