Personnel Administration ManagerMedecins Sans Frontieres

• Ensure that MSF is a Responsible employer in the mission, supports proper management of HR across the board, and assumes full responsibility for all Administrative and legal issues in the Mission.
• Know labor legislation in force in mission country; keep her/himself informed of any amendment made in labor legislation by regularly checking legislation sources and/or regularly meeting with lawyers, 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 labor conditions, and according to local legislation, MSF HR vision, values, and principles.
• In close collaboration with HR Coordinator, ensures regular administrative meetings with all staff throughout the mission take place 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 the Mission level meet with the Mission’s function grid approved by 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, 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 the HR Coordinator in case a legal risk is detected within her/his area of responsibilities and suggests actions to take to prevent it. Follows up on employees’ claims and keeps HR Coordinator 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’ files and other administrative private documents upon request of HR Coordinator, and ensuring preparedness in case of evacuation.
• Upon request of the HR Coordinator, maintain regular contact with ministries, national administrations, other MSF sections, and other NGOs to improve/keep up to date with administrative practices.
• Knows HR software date entry (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 the administrative assistant, the HR Coordinator, 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.

Required Skills and Conditions
Education:

• Bachelor's Degree in Administration or related studies.

Experience:

• Minimum of 2 years of in relevant jobs. Desirable to have experience with MSF or other NGOs.

Languages:

• English required additional local languages desirable.

Computer Literacy:

• Excel and Word required. Proven ability to learn finance & HR systems.