Personnel Administration Manager (PAM) (Port Sudan) – MSF Switzerland

Job Description

Section/Unit:	Administration
Supervisor:	Human Resources Coordinator
Location:	Port Sudan
Duration	6 Months with 3 months trail period
Base Salary	2,343 USD per month
Deadline:	24/08/2024

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

Duties and responsibilities:

• 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 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 approved by HQ and are 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 sends 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) of 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 Mission’s 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 ensure proper accommodation conditions (i.e. room, food, etc.) by informing all relevant people/departments.

Minimum Qualification, Skills, and Experience Required:

Education:

• Essential, degree in administration-related studies.

Experience:

• Essential, working experience of at least two years in administration
• Essential, up-to-date knowledge about labor legislation in Sudan
• Desirable, experience with MSF or other NGOs in developing countries

Languages:

Essential, English & Arabic

Knowledge:

Essential, computer literacy: Word, Excel, HR Info Systems (e.g. Homère), and Internet

Competencies:

• People Management.
• Commitment.
• Flexibility.
• Results.
• Teamwork.

Application in the English language must include:

• Cover letter, explaining your motivation for the position
• Complete CV, copies of relevant certificates and diplomas mentioned in the CV
• Updated contact details (candidate’s phone number and a backup phone number)
• Contact information of the previous employers for references

About MSF

An international, independent medical humanitarian organization

Médecins Sans Frontières (MSF) translates to Doctors without Borders. We provide medical assistance to people affected by conflict, epidemics, disasters, or exclusion from healthcare. Our teams are made up of tens of thousands of health professionals, logistic and administrative staff – bound together by our charter.  Our actions are guided by medical ethics and the principles of impartiality, independence and neutrality. We are a non-profit, self-governed, member-based organisation.

MSF was founded in 1971 in Paris by a group of journalists and doctors. Today, we are a worldwide movement of nearly 68,000 people.

How to apply

Application to MSF Switzerland Office in Port Sudan, Federal HAC / Labour Office (Airport Area) before 24 August 2024 only short-listed candidates will be contacted.