HR ASSISTANT (Port Sudan) – MSF Holland
Job Description
| Organization | Medecins sans Frontieres Holland |
| Job Title | HR ASSISTANT |
| Location | Port Sudan |
| Section/Unit | HR & Admin |
| No. of Post | 1 |
| Grade Level | Level 6 \ USD 1450 |
| Duration | 6 Months with possibility of extension |
| Supervisor | Personnel Administration Manager |
| Closing Date | 06 Dec 2025 |
Execute administrative, HR and legal related tasks to support the Project HR Manager following MSF standards and procedures, in order to ensure legal compliance and to realize the HR capacity required to achieve project objectives
Duties and responsibilities:
- Under supervision of the Project HR Manager managing personal files in order to ensure accuracy, compliance and on time payments.
- Updating the HR database and personal files to facilitate HR processes management.
- Updating Social security Tax office files in order to meet legal requirements including specific amendments when necessary in order to ensure local labour and fiscal law compliance
- Preparing employment contracts in conformity with legal requirements including specific amendments when necessary in order to ensure local labour and fiscal law compliance.
- Preparing monthly pay slips for all staff, editing and updating the necessary data, in order to ensure the punctuality and accuracy of staff payroll.
- Following up of all expiring rental contract dates and inform the Administration Manager in order to leave enough time to arrange a renewal or look for some other alternative
- Making all administrative information available to the staff (posting, meetings, etc.), supporting the Project HR Manager in translating documents into local language and assisting in meetings upon request.
- Additional HR/ Admin tasks delegated by the Project HR Manager.
- Assist in organizing practicalities in recruitment process, and do follow-up in by giving selected and non-selected candidate feedback.
- Ensure that, all new employees are sufficiently briefed by all departments.
- Inform all the new staff on staff regulations, HR policies and regulations and/or living conditions in order to facilitate staff integration and their security.
- Ensure employee contract related activities (file opening and formal documentation archiving, personal data up-dating, amendments, termination dates supervision, etc.) are in order to in compliance to legal requirements & follow evaluation of new employee probation period.
- Ensure Homere is up to date i.e. collect the variable pay slip elements on Homere (paid holidays, sick leave, un-paid leave, etc.) in order to ensure accurate and on time payroll payment.
- Make the administrative follow-up of staff sick leave, annual leaves and other and ensure all documentation completed timely and according to the procedures.
- Assist in translation of memos, staff questions, official meetings etc.
- Liaises with coordination HR/Admin to ensure all employees have valid MSF ID cards.
- Keep information updated on NS Training, record trainings done in order to be able to provide accurate information at any time.
- Staff planning ( Leave planning) , to minimize gaps within her team Evaluation of staff, regular follow up of performance of all staff under his/her supervision,annual leave planning and ensure gap fill plan in the team when someone is on holidays/leaves.
- Ensures good stock keeping /FU of stocks for the expat houses is done, places orders ( Detergents, cleaning materials)
- Ensures good Stock management and ordering for the stationary for the offices
- Coach & supervise admin staff (Cooks & Cleaners).
- Follow up daily workers tracking sheet & prepare payment on time.
- The above-mentioned activities and responsibilities are not exhaustive, and staff may be assigned additional responsibilities or tasks as required.
Minimum Qualification, Skills and Experience Required:
Education: Desirable finance, business or administration related diploma.
Experience: Essential previous working experience of at least two years in relevant jobs.
Desirable experience in MSF or other NGOs in developing countries.
Languages: English and Arabic is essential.
Knowledge: Essential computer literacy (word, excel, internet)
Competencies:
- Results and Quality Orientation L2
- Team work and Cooperation L2
- Behavioural Flexibility L2
- Commitment to MSF Principles L2
- Stress Management L3
How to apply
Interested candidates are requested to send their CV & copy of educational and experience certificates directly to MSF- Holland- Port Sudan- Almatar Area- Squire 5, House# 36
