Human Resource Coordinator Assistant at Medecins Sans Frontieres

Main objective and responsibility of the position

• Implement general administrative procedures in order to ensure documentary traceability as well as com-pliance with local labour and fiscal regulations, under the HR Coordinator’s supervision.

General Accountabilities

• Following the HRCo’s instructions, supervise that the internal regulations are followed in the mission in order to ensure both tax and labour regulation compliance
• Support recruitment activities ensuring transparency and equity and issuing job offers conveniently in order to meet HR needs.
• Inform all the new staff on Staff Regulations, HR policies and regulations and/or living conditions in order to facilitate staff integration and their security.
• Execute, under the HR Coordinator supervision, employee contract related activities (file opening and formal documentation archiving, personal data updating, amendments, termination dates supervision, etc.) in order to ensure legal compliance.
• Present and explain contract terms and the content of Internal regulation (rights and obligations) to newly recruited personnel in order to ensure legal compliance and local integration.
• Collect the variable pay slip elements on Homere (paid holidays, sick leave, unpaid leave, etc.) in order to ensure accurate and on time payroll payment.
• Supervise the payroll process, checking the list of employees and amounts payable (variable pay, taxes, social securities contributions, etc.) in order to ensure accuracy and on time payroll payment.
• Follow-up cost of living on a regular basis.
• Register applicants to training activities and help the HR Coordinator to evaluate the results in order to improve return on training expenditures.
• Support the HR Coordinator to draw up annual holiday planning in order to schedule staff shifts and cover operational needs.
• Supervise project budget execution in order to detect deviations and recommend corrections.
• Following up of all expiring National Staff definite contract dates and inform the Personnel 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 PAM.

MSF Section/Context Specific Accountabilities:

Administration:

Supervision and management of domestic staff (Cooks, Cleaners & Nanny) at Coordination (offices and houses).

• Manages leave of absences, ensures replacements.
• Prepares evaluations and follows up on performance.
• Management of household items and office supplies (including drinking water, coffee, tea) in liaison with the logistics department, arranging of expat food & meals (quantifies and quality), ensures cleaning material and household items are maintained at required levels.
• Ensures and monitors office and houses are clean (monitoring of laundry at expat houses is included)
• Reports maintenance needs to relevant department/people.

Archives

• Responsible for personnel file archives
• Responsible for recruitment file archives

Recruitments

• Support the recruitment process with posting and dissemination of vacancy announcements

Personnel Information and Contracts for the mission:

Personnel Information:

• Maintenance of MSF Homere staff database;
• Maintenance of employee files (hard copies and electronic).
• Execute contract related activities (file opening and formal documentation archiving, personal data updating, amendments, termination dates, filing etc.) ensuring legal compliancy and MSF norms and standards.
• Printing of Staff Identification cards;
• Support to projects with respects to HOMERE and other administrative queries.

Contracts for Coordination staff

• Enter all new hires in Homere
• Prepare employment contracts
• Monitor end of contract dates, change of contracts, special payments, allowances
• Generate payslips

Compensation and Benefits for the mission:

• Medical Insurance
  • Ensure documentation is complete for subscription for medical insurance coverage;
  • Follow up with Coordination and projects that documentation has been received for additions to medical insurance.
  • Circulate beneficiary list of the insurance company to Coordination and projects to ensure lists are accurate and updated.
• Support onboarding of new staff in coordination during briefings (i.e.: social benefits)

Requirements

• Education: Business administration, management, finance or related degree is desirable.
• Experience: Essential: previous working experience of at least two years
• Desirable: Experience in MSF or other NGOs in developing countries.
• Languages: Very good command of English language is essential; Local language desirable
• Knowledge: Computer literacy (word, excel, internet, Homere) is essential.
• Competencies: Commitment to MSF Principles, Behavioural Flexibility, Stress Management, Results and Quality Orientation, Teamwork and Cooperation.