Personnel Administration Manager (Madani) – MSF Belgium

Job Description

Salary	1783.09 USD
Reports to	Human Resources Coordinator
Location	Wad Madani
Closing date	18/10/2023

Main Purpose

Is responsible for ensuring that MSF is a Responsible employer in its mission, supports proper management of HR across the board, and assumes full responsibility for all Administrative and legal issues in the Mission.

Accountabilities

• Know labor legislation in force in the mission country; keep her/himself informed of any
  amendment made in labor legislation by regularly checking legislation sources and/or
  regularly meeting with lawyers, and 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 HRCo, ensures regular administrative meetings with all staff
  throughout the mission take place in order to ensure they are aware of 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 for ensuring that all functions and job profiles at the Mission level meet with the
  Mission’s function grid is approved by HQ and is 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 for ensuring 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 the Mission level checks that
  monthly declaration forms for taxes and employee/employer social security contributions
  are correct and send them to the Financial Department.
•  Informs HRCo in case a legal risk is detected within her/his area of responsibility and
  suggests actions to take in order to prevent it. Follows up on 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) for all administrative files
  at the 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 proper parameterization, use of the system and
  quality of data throughout the Mission, being her/himself the Missions’ technical reference
  in the absence of a person specifically in charge of the system.
• Ensure, in close collaboration with HRCo and the 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.

Requirements

Education	Degree in administration-related studies.
Experience	Essential: Working experience of at least two years in administration;. Desirable: relevant work experience with MSF or other International NGOs.
Languages	Degree in administration-related studies.
Knowledge	Computer literacy (word, excel, power point, outlook…)

How to Apply?

Interested candidates are requested to send the applications with documents; (Updated CV, Educational certificates, work experience certificates, previous employers’ references, and copy of their national ID) to:

the Labour Office, Wad Madani  in a sealed envelope mentioning (MSF Belgium – application for Personnel Administration Manager)

 NOTE:  Please note that MSF will Only accept applications and CVs submitted in the English language. Only shortlisted candidates will be called.