Human Resource Assistants at Medecins Sans Frontieres

Main objective and responsibility of the position

• 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.

General 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 documentation for daily worker use are accurate, updated and complete.
• 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
• follow up and record PMF and evaluation 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
• Follow up with the supervisors to submit attendance sheets of Incentive, new joiners and any other document related to incentive, encode them, and ensure to pay them in time.
• Ensure a proper documentation for the incentive payment.
• Prepare the Monthly reports for HR.
• Keep JDs updated and filed in a proper way.
• Follow up Service contracts ending dates and inform line manager.
• Participate in the briefing and Onboarding related to HR department

REQUIREMENTS (QUALIFICATIONS)

Education

• 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

• English language and Hausa/Fulani language essential

Knowledge 

• Essential computer literacy (word, excel, internet)

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Main objective and responsibility of the position

• 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.

General 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 documentation for daily worker use are accurate, updated and complete.
• 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
• follow up and record PMF and evaluation 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
• Follow up with the supervisors to submit attendance sheets of Incentive, new joiners and any other document related to incentive, encode them, and ensure to pay them in time.
• Ensure a proper documentation for the incentive payment.
• Prepare the Monthly reports for HR.
• Keep JDs updated and filed in a proper way.
• Follow up Service contracts ending dates and inform line manager.
• Participate in the briefing and Onboarding related to HR department

REQUIREMENTS (QUALIFICATIONS)

Education

• 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

• English language and Hausa/Fulani language essential

Knowledge 

• Essential computer literacy (word, excel, internet)