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Médecins Sans Frontières (MSF) – HR & Administration Assistant.

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HR & Administration Assistant (Temporary – Maternity leave replacement)

Location: Nairobi

Contract: 6months employment contract

Expected start date: October 2022

Médecins Sans Frontières/Doctors Without Borders (MSF) is an international medical humanitarian organisation that provides assistance to people affected by war, conflict, natural disasters, outbreaks and epidemics or healthcare exclusion. The organisation now works in more than 70 countries around the world, with significant projects across East African countries including in Burundi, Ethiopia, Kenya, Somalia, South Sudan, Sudan, Tanzania and Uganda.

MAIN OBJECTIVES OF POSITION

The main objective of the position is to support implementation and communication of HR policies and procedures in a consistent, fair and transparent basis in collaboration with the HR Manager.

To ensure effective and efficient management of Human Resource information systems (HRMIS) database and payroll management; Onboarding and induction of new staff; Performance management follow-ups, day-to-day support and follow-up of health insurances for all employees. Participates in employee safety and employee relations, identify gaps and to advice/innovate ways for improvement.

FUNCTIONAL AND HIERARCHICAL LINES

Reporting to the: Human Resources & Administration Manager.

Overall responsibilities

  • Follow MSF standards Policies, rules and procedure in relation to HR & Administration.
  • To assist the HR/Admin in Human Resource management and general administration.
  • To ensure the daily back office administrative processes/activities are well managed to support the office and the hosted units/Desks

Tasks and responsibilities

1. Office Human Resources and administration management

  • Prepare the monthly payroll for staff ensuring high level of accuracy.
  • Ensure all statutory and other obligations required have been met for processing and validation by the line manager.
  • Prepare all statutory payments and reports after validation of the payroll.
  • Ensure all staff records are properly kept and updated, and confidential information kept in a secure place. Put in place and manage a tracker to follow up the status of staff contracts and seniority/band-level for updates/changes.
  • Complete staff records based on the employee information form and checklist for all information required.
  • Update the HRMIS systems, and provide necessary reports.
  • Prepare and regularly update staff contracts and ensure registration and deregistration of all staff into the HR systems, in close collaboration with other HQs Cross-Admin.
  • Update the leave plan for the team/units and ensure the procedures for leave management is observed by all. Continuous leave follow-up, update and advice staff.
  • Plan, coordinate and facilitate proper induction of new staffs in the office after recruitment.
  • Brief all incoming new staff on HR/Admin policy/handbook and sending regular updates to all for changes and notices.
  • Manage, under the supervision of the HR/Admin Manager, the HR Payroll software and prepare salaries, deductions and reports based on MSF policy and observing all legal requirements.
  • Process school fees invoices for payments based on the MSF policy, and ensure good follow-up through the tracker to manage limits and compliance with tax regulations (for Kenyan contracts).
  • Follow up management, updating and renewal of insurances: medical, WIBA, GPA/Life for both local and NCR contracted staff. Ensure the insurance policy documents are in place and overview of the status and changes thereof available.
  • Register/deregister staff on Medical insurances, Group personal accident (GPA) WIBA/life insurance and update the list regularly to send to the insurance company. Follow up and Check all invoices for the same to ensure correct billing periodically.
  • Provide support for medical evacuation and referrals based on the MEDEVAC procedure document.
  • Oversee the administration of daily workers, interns and consultants engaged by various units/departments in the NBO, ensure that the necessary compliance is adhered to observing the policy/guidelines in place.
  • Assist in providing various Human Resource support in the e.g. recruitment, training, audit preparation and any other events/activities.
  • Proactively collaborate with HR/Admin counterparts in other MSF offices and organisations to exchange and enrich experience on how work and process can be improved.

2. Others

  • Work closely with other departments and team members in all aspects of HR/Admin.
  • Assist and work closely with the Administration & travel Coordinator & Admin assistant in areas that require collaboration (movements, registration, medevacs…) and if needed/necessary/feasible fill the gaps to cover specific tasks during their absence.
  • Provide input in review/update of HR/Admin policies and procedures and ensure the transmission to staff.
  • Prepare handover documents and reports for follow up during absence.
  • Ensure activity/work plans are followed through and updated regularly with the supervisor, and active participation in annual plan and reviews for the unit’s activities.
  • Identify opportunities for service improvement in taking care of staff working in MSF EA.

INTERNAL / EXTERNAL RELATIONSHIPS

Internal:

  • HR Department – administration/Trainings/BF/travels/Field HR
  • MSF EA Office Staff – Administrative support/ internal communication/Updates/HR Policy sensitization/Insurances.
  • MSF Finance, Facilities & Service Department- Collaborations on onboarding/Payroll/Staff payments.
  • Other MSF Section office contacts – general information/updates/cross-HR exchanges

External:

  • Other MSF HQs/Cross-Admin.
  • Local & International Insurances company/other external HR agreements.
  • HRMIS/ERP Providers.
  • Key institutional and official contacts for networking/database

EDUCATION AND EXPERIENCE

  • Relevant Degree from a recognized university or Diploma in Human Resource management/Administration.
  • Minimum of 2 years’ experience in Administration and HR related field
  • Experience with MSF will be an added advantage.
  • Knowledgeable of and interested in the international humanitarian context
  • Good IT knowledge
  • Experience in payroll and compensation management
  • Good understanding of the HR legal environment in Kenya.
  • Membership of a professional regulatory body (IHRM).

COMPETENCIES

  • Commitment to MSF’s Principles
  • Flexibility
  • Stress Management
  • Cross-cultural Awareness
  • Analytical Thinking
  • Results and Quality Orientation
  • Service Orientation
  • Planning and Organising
  • Teamwork and Cooperation
  • Initiative and Innovation

TERMS AND CONDITIONS OF EMPLOYMENT

  • Based in Nairobi at the MSF Eastern Africa section office.
  • 6months employment contract.
  • An annual salary of KES 1,937,672 based on a fulltime appointment and other Cash allowances ranging from KES 30,000-36,000 per month based on individual administrative status.
  • Other benefits include: 25 days of annual leave, Employer Pension contribution, etc based on MSF EA terms/conditions.
  • Expected start date: October 2022

How to apply

Applicants should send their curriculum vitae, motivation letter by 28th September 2022. Please note that MSF will only contact short-listed candidates.

CLICK HERE TO APPLY


MSF is committed to foster a diverse, equitable, and inclusive organization where all individuals (regardless of race, gender, age, sexual orientation, religion, nationality, etc.) feel welcomed, respected, supported, and valued and where all individuals have equal opportunities to develop and grow professionally and personally)

We highly encourage women and persons with disability to apply for this position.

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