Personnel Administration Manager at Medecins Sans Frontieres

Main Purpose

• Responsible for ensuring that MSF is a responsible employer in the mission, supports proper management of HR across the board and assumes full responsibility of all Administrative and legal issues in the Mission.

Accountabilities
Main responsibilities include, but are not limited to: 

• Know Nigeria Labour legislation; keep her/himself informed of any amendment made in the labour legislation by regularly checking legislation sources andother local authorities at this level; 
• Know all MSF policies, procedures, tools, standards and principles regarding all staff’ (national, international, regional, etc.) working conditions, benefits and remuneration, job profiles and function grids, health coverage, etc., adapts them to the Mission reality and ensures an equitable, efficient, transparent, fair and accountable implementation by all relevant staff throughout the Mission. 
• Is responsible for the proper implementation and follow up of Terms and conditions of employment contracts of all national staff, ensuring that all staff is employed in the frame of fair labour conditions, and according to local legislation, MSF Human resources vision, values and principles. 
• In close collaboration with Human resources Coordinator (HRCO), ensures regular administrative meetings with all staff throughout the mission take place in order to ensure they are aware and respect their rights and duties and to inform them of any change in Labour legislation and general employment framework.
• Is responsible to ensure that all functions and job profiles at Mission level meet with the Mission’s function grid approved by Headquarters(HQ) and are aligned with MSF Standard Job Profiles and Function Grid.
• Is responsible to ensure that National Staff remuneration (salary, post adjustments, compensations, final settlements, etc,) and benefits (holidays, leaves, social coverage, health coverage, etc.) meet with the Mission’s salary grid validated by HQ, The Terms and conditions of employment and HR policies, ensuring MSF acts as a responsible employer at any time. 
• In close coordination with the Financial Coordinator, ensures fulfillment of national legislation regarding employees’ taxes and social security at Mission level, checks that monthly declaration forms for taxes and employee/employer social security contributions are in accordance with the local law.
• Informs HRCo in case a legal risk is detected within her/his area of responsibilities and suggests actions to take in order to prevent it. Follows up employees’ claims and keeps HRCo informed at any time. 
• Ensure that MSF, as an employer, as well as all MSF employees comply with safety and risk prevention measures as stated by local legislation and/or MSF standard policies and procedures. 
• Ensure an efficient filing system (physical and electronic files) of all administrative files at Mission level, granting strict confidentiality of employees’ personal files and other administrative private documents.
• Upon request of the HRCo, maintain regular contact with ministries, national administrations, other MSF sections and other NGOs to improve/keep up to date with administrative practices. 
• Knows Human resources data base (homere) in depth and ensures a proper parameterization, use of the system and quality of data throughout the Mission, being her/himself the Missions’ technical reference.
• Ensure, that all international and internal movements in the Mission are properly managed (visas, tickets, per diem when necessary, dates of arrival/departure, etc.), and ensures proper accommodation conditions for the team.
• Support and empower administration managers and HR/Admin staff of the mission.
• Do monthly HR/Admin audit of the mission 
• Participate in the recruitment process and ensure a fair, transparent and efficient process in line with MSF standard and the Local laws.

Job Requirements
Education: 

• Degree in Human Resources, Management, Administration or related studies. Master’s degree is a plus

Experience:

• At least 2 yearscertified work experience in HR and or Administration
• Desirable – MSF experience in a similar position

Competences / Skills:

• Microsoft Office Literacy, People management, commitment, flexibility, result and quality oriented, good communication, Time management, good team player and stress management skills are essential