Personnel Administration Manager _ IMS at Medecins Sans Frontieres (MSF)

Job Description

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Médecins sans frontières (MSF) or Doctors Without Borders, is an international humanitarian-aid non-governmental organization (NGO) and Nobel Peace Prize laureate, best known for its projects in war-torn regions and developing countries facing endemic diseases.

Main Purpose:

Is responsible of 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 Other tasks include, but not limited to: Know labour legislation in force in mission country; keep her/himself informed of any amendment made in labour legislation by regularly checking legislation sources and/or regularly meeting with lawyer, other 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 internal regulations and terms 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 HR vision, values and principles. In close collaboration with 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 which may affect them (i.e. legal amendments, changes in local practices, new HR-Admin policies or procedures, amendments to Internal Regulations, etc.). Is responsible to ensure that all functions and job profiles at Mission level meet with the Mission’s function grid approved by HQ and are aligned with MSF Standard Job Profiles and Function Grid, and that any new function or amendment to an existing one (including significant changes in responsibilities and/or mixing existing functions) are requested in advance to HRCo and HRO/REHUCO for previous validation by HQ. Identifies deviations and shares them with HRCo in order to draw an action plan in case corrections are needed/convenient. 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, Internal Regulations 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 correct and sends them to the Financial Department. 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 HRCo, and ensuring preparedness in case of evacuation. 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 Homère 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 in absence of a person specifically in charge of the system. Ensure, in close collaboration with HRCo and Logistics department, 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 (i.e. room, food, etc.) by informing all relevant people/departments.

ADDITIONAL TASKS

Responsible for the administrative management of International Mobile Staff in collaboration with the HRCO. Supervise, coach and support the HR Assistant _IMS with activities related to international Mobile Staff presence in the country. Support in the profiling, matching and onboarding of International Mobile Staff in close collaboration with the pool manager in Amsterdam/other OC’s as defined. Regularly update the IMS position sheet, share with the CMT and upload it in the OCA HR Department Group SharePoint. Support in the detachment processes for staff joining the mission as international Mobile Staff. Leave management of the IMS as per the IRP 2 and the contracting section terms & conditions. Support the Personnel Development Manager responsible for training in the mission. Under the supervision of the HRCO, participate in the formulation of various policies. Support the HRCO in the implementation of the policies, guidelines and regulations according to MSF standards and ensure compliance. In liaison with the HRCO and Line Managers, ensure that all functions and job profiles are aligned with MSF Standard Job Profiles and Function Grid before opening positions. With the support of LogCo, CR, CR advisor and Project Coordinators ensure that the welcome package, mission and context documents are up to date for dissemination to IMS before the start of the mission. Work closely with the finance department on the administration of per diem and deductions where applicable. Ensure efficient booking of flights for both the LRS and IMS via the OCA Travel booking app and other OC’s booking processes. Timely HR Monthly/yearly reporting. Follow up on the IMS evaluation and share with the respective OC’s pool managers. Process school fees payment for the IMS dependents in collaboration with the Finance Department. Anticipate and update legal & administrative procedures, highlight and inform about any possible risk or problem, which might hamper the smooth continuation of the work and escalate appropriately to HRCO. Ensures good administrative follow-up for the visas and work permits Management of the Proof of Life overview and uploading it in the OCA Somalia Mission Group SharePoint. On request, perform any other duties as delegated by the HRCO.

Requirements:

Education

Essential:

Degree in administration, HR or related studies. Courses or Certificates in HR, Admin and Management are considered positively

Experience

Essential 4 years of previous experience in similar relevant position ( HR and Administration) Analytical, reporting and communication skills.

Language

Essential mission working language ( English) ,area language ( Swahili)

Knowledge

Essential computer literacy (word, excel and internet Excellent communication and interpersonal skills with ability to train others.

Competencies

People Management. Commitment. Flexibility. Results. Teamwork