Jobs at Medecins Sans Frontieres

Main Purpose

• Supporting the Medical Coordinator through delegated tasks and responsibilities including administrative tasks related to the coordination of work, ensuring good relationships with local and national authorities and ensuring adequate program management in the projects, according to MSF protocols, (para)medical standards, rules of hygiene and the standard precautions in order to ensure the delivery of quality medical care for patients and their communities as well as to improve the health conditions of the targeted population

Accountabilities

• Monitoring, supervising and evaluating the implementation of medical activities in the project, visiting projects according to pre-set schedule and participating in defining the human resources needs, materials and techniques. Assisting in the implementation of MSF protocols, (para) medical standards, the rules of hygiene and universal precautions in service.
• Assisting in the collection of information on national health policy (meetings, reports, articles, etc.), collecting and participating in the analysis of epidemiological data (meetings, reports, articles, etc.) from the projects
• Ensuring medical follow up of patients (treatment, improvement) in collaboration with the medical referent of the health structure and overseeing all medical expenses associated with the patient, in collaboration with the supervisors. Organize the administrative and medical information (reports, ongoing treatments), the discharge of patients and return to their homes
• Supporting and supervising the project teams and participating in the management of the medical team in the capital (recruitment, training, monitoring their work, vacation planning, assessments, etc.). Participating in briefings and debriefings of the (para) medical team members and promoting communication and active participation in the development of the project
• Applying the employee health policy and participating in the evaluation of hospital structures that can serve as reference structures for national and international staff. Participating in the medical monitoring of MSF personnel and overseeing all medical expenses associated with various consultations and hospitalizations in collaboration with the line manager
• Participating in the management of the central pharmacy, advising and guiding the logistics team in the mission of drug stock management. Organizing the start-up, inventory and management of operational medical library according to the classification plan
• Participating in the data collection and management from the projects as well as preparation of monthly, quarterly and annual reports and organizing · data archiving and medical reports in the project
• Performing other duties at the request of Medco (exceptional strengthening of a field team, involvement in evaluations, etc.)

Requirements

• Interested candidates should possess a Bachelor's Degree in a relevant field with 2 years work experience.

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Main Objective and Responsibilities

• 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

• Ensure that the daily worker pool is updated and the relevant information are recorded accurately. Facilitate their work with each department. Additionally ensure that the paper work for daily worker use are accurate, updated and complete.
• Take care of national and international staff flights, accommodation, airport transport, visa, work permit, medical tests and any related transit work.
• 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.
• L&D follow up (sending applications, facilitating trainings, follow up on reports, booking the venues, preparing perdiems, security money, travel, visa requirements etc. filling out L&D activity reports and following up with the L&D manager in the mission in terms of all L&D related activities.
• Keep abreast of the performance management requirements in the project, maintain an overview and follow up on staff appraisals and evaluations with supervisors and managers and record them 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
• Cover for the Finance Assistant in case there are any needs as per the discretion of the manager.
• Flexibility in undertaking assigned tasks, due to the changing nature of MSF operations

Requirements
To apply for this role applicants MUST meet the following criteria:
Educational Qualification:

• 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:

• Mission language and local language essential

Knowledge:

• Essential computer literacy (word, excel, internet)

Competencies:

• Results and quality orientation, team work and cooperation, behavioural flexibility, commitment to MSF principles and stress management.