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Médecins Sans Frontières (MSF) – HR/Administration & Field HR Unit Head.

All jobs > Human Resources > Médecins Sans Frontières (MSF) – HR/Administration & Field HR Unit Head.
Full-time

HR/Administration & Field HR Unit Head

Work Location: Nairobi

Application deadline: 10th February 2023

Médecins Sans Frontières (MSF) is an international independent medical humanitarian action-driven organization, which offers assistance to populations in distress, to victims of natural or man-made disasters and to victims of armed conflict, without discrimination and irrespective of race, religion, creed or political affiliation. 26 associations, 24 sections, and 16 branch offices make-up the international movement and work in partnership around 6 operational entities. 

MSF EASTERN AFRICA

MSF Eastern Africa (MSF EA) came into being in 2021, growing out of the Nairobi Branch Office. The section is the regional institutional office for MSF in Eastern Africa and focusses on representation and networking, including with humanitarian organizations and authorities, recruiting and supporting staff from the region, communications and fundraising, as well as on other dossiers of importance to MSF such as Diversity, Equality and Inclusion (DEI), mutualization, trainings, medical operational support and environmental health.

MSF EA has identified key transversal areas of focus in its two-year strategic plan 2022-2023. This will enable the Section to grow and provide strategic support to the operations while building its capacity for future operational ambitions.

The Section provides operational (and administrative) support, interacts with the movement at different levels and is currently hosting teams/desks/units from other offices. This interaction involves different elements including mutualization, coordination and organisation of the activities, structure and resources which need to work within the MSF EA set up. 

The HR department of MSF EA is composed of various units and teams including; Office HR & Admin Unit, Training & Learning Unit, Staff Health Care unit, and Field HR Unit. This position will manage & supervise the office HR/Administration and Field HR Units under the HR department. 

JOB PURPOSE 

The role of this position is to provide strategic and tactical support to the core HR functions of the section and ensuring role of HR is implied as a strategic business partner in all areas of support and collaboration.

The Head of HR & Administration is a senior team leader, and hierarchically reports to the HR & Admin Director of MSF EA. H/She will be a member of the extended management team of MSF EA, provides strong input on strategic developments of Field HR area and guidance on HR and administrative matters related to the office operations.

H/She will ensure that the MSF EA fulfils all requirements necessary of a Section office in terms of its Field HR mandate, analysis and reporting of the same, maintaining a close link with OC’s and partner Sections HR department’s and is an active member of key platform’s contributing to global initiatives for HR and strategic direction and positioning of the Section office.

H/She will provide technical support and guidance to the HR/Admin unit team and ensuring policy, system, process and procedures are in place to support the Section office operations in Nairobi.

MAIN TASKS & RESPONSIBILITIES

Human Resources Management 

Accountable for all Office & Field HR Unit management and strategic requirements, Work in close collaboration with the HR Director and MT for realisation of the Global vision and Strategy of MSF EA. 

1.     Field HR Management:

  • Define/review and ensure implementation of the Field HR strategy on the broader vision of MSF EA and global orientation, ensuring that the strategy is aligned to the vision and other broader initiatives of the office.
  • Develop initiatives, concepts, alternative approaches and solutions to Field HR needs through active engagement with various platforms locally and globally.
  • Ensure that the definition of needs for recruitment & career management for MSF EA and alignment with the wider movement for the region are clearly anticipated, appropriated and prioritised within the planning, and internal mechanisms/resources are in place and available to give proper feedback and support to current and new requests.
  • Represent the MSF EA at various platforms on HR where needed and promote the strategies and vision to assure its well aligned with other global initiatives within or outside the movement.
  • Contribute to and participate on discussions/forums and documents required for the MSF EA HR initiative and attend internal/external HR platforms and meetings to promote and discuss progress, strategy and buy-in from other interlocutors.
  • Ensure alignment of the induction and global on boarding initiatives to the recruitment and proximity/career management plans/activities.
  • Ensure that the MSF EA HR team works coherently with counterparts in OC’s & sections and objectives and expectations are realised through active interaction, discussion and exchange.
  • Support & supervise the staff in the Field HR unit and align responsibilities/activities accordingly in order to align to the global strategy/vision.
  • Follow-up the team on regular basis by setting objectives and priorities and providing guidance regarding the content of their role.
  • Manage and implement the budget of the Field HR unit and participate in annual planning exercise.

2.     Office HR & Admin management:

  • Participate in the HR function in the annual, mid-year and other adhoc planning exercise.
  • Provide leadership and technical support/advice in all aspects of Office Human Resources management for the MSF EA.
  • Provide close supervision, guidance and support to the HR Manager, providing technical support in key areas on rewards/compensation, onboarding and hosting functions, policy framework and procedures, and to ensure that clear activities and objectives are defined and met by the team.
  • Follow-up the team on regular basis by setting objectives and priorities and providing guidance regarding the content of their role.
  • Identify when support and guidance concerning staff management is needed and provide this, giving timely advice to staff and department/unit supervisors.
  • Manage potential work-related conflict between the team members and ensure mitigation of the same through relevant procedures/guidelines where necessary. Ensure that the behaviour commitment and work ethics are followed and implemented, with proper mechanisms for handling grievances in the office.
  • Safeguard HR data through key function in the ERP and as key actor in Data protection and security function. Observes and fosters confidentiality in the access, use and management of all staff data (GDPR application).
  • Support the HR Manager in the set-up of the administration team and define roles and responsibilities of staff concerned.
  • Ensures consistency and adequate/appropriate information flow within the office and with other MSF offices on all HR/Administrative matters.
  • Facilitates communication with the relevant Departments in OC’s in order to streamline local procedures and to facilitate and resolve problems.
  • Ensure a proper reward system with proper management and administration of staff payments, payroll management/implementation and application of required taxes and statutory requirements by Law for staff in Kenya and implication of all non-Kenyan staff working in the MSF EA under different international contracts.
  • Ensure proper monitoring and review of the rewards and compensation structure, advising on benchmark, inflation or other necessary adjustments based on local and global trends.
  • Advice on legislation in force in the country and ensures that MSF complies with it. S/he is knowledgeable about MSF and OCBA policies concerning working conditions and ensures compliance with these.

Reporting

  • Focal point on MSF EA data, statistics and reporting internally and in the movement.
  • Ensure that activities and key indicators are visible and adequately reported as required of a section through various channels.
  • Ensure the quality of the information provided through proper tools and systems for reporting.
  • Provide/produce any other relevant HR reports required of the MSF EA for internal/external use.

SELECTION CRITERIA

Training and Experience

  • University degree in Economics, Business Studies, Humanities, HR or the like. Masters is desirable.
  • At least 4 years’ experience in a job with responsibilities in (HR) management, preferable in the non-profit making sector.
  • Consolidated experience and knowledge of global HR management (selection, administration, competency-based management, training, etc.)
  • Work experience at international level is desirable.
  • Fluent English. Knowledge of Swahili, French is desirable.
  • IT working knowledge (Microsoft Office).
  • Knowledge/experience with ERP is an asset.
  • Field experience with MSF or other humanitarian NGOs is a plus especially in operations and HR.
  • Demonstrated strong leadership and management experience.

Competencies

  • Commitment to MSF’s Principles
  • Cross-cultural Awareness
  • Strategic Vision
  • Results and Quality Orientation
  • Service Orientation
  • Planning and Organising
  • Initiative and Innovation
  • Teamwork and Cooperation
  • Leadership
  • People Management and Development
  • Networking and Building Relationships
  • Security awareness and Management 

WE OFFER

A 3-year renewable full-time employment contract as soon as possible through MSF East Africa Section Office in Nairobi.  

An annual salary of KES 6,217,417based on a fulltime appointment.

Global benefit package; includes school fee benefit/support for dependents and other allowances ranging between KES 75,000-140,000/month based on individual & administrative status. 

Other benefits include: 25 days of annual leave, Employer Pension contribution, Relocation support for non-Kenyan residents etc based on MSF EA terms/conditions.

How to Apply

If you recognise yourself in this profile, we welcome you to apply directly via the link provided below

Applicants are required to upload a letter of motivation + Curriculum Vitae (in English) in PDF format as one combined document.      

The closing date for applications is on 10th February 2023

CLICK HERE TO APPLY


Information

Please note that only candidates that fully meet the requirements of the position will be taken into consideration. Women and persons with disability are highly encouraged to apply.   

At MSF, we are committed to an inclusive culture that encourages and supports the diverse voices of our employees. We welcome applications from individuals of all genders, ages, sexual orientations, nationalities, races, religions, beliefs, ability status, and all other diversity characteristics. 

We apologize that due to the volume of application we receive only shortlisted candidates will be contacted. Incomplete applications will not be considered.

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