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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.
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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 are essential. Knowledge: Essential computer literacy (word, excel, internet). Competencies: 1. Results and Quality Orientation 2. Teamwork and Cooperation 3. Behavioural Flexibility 4. Commitment to MSF Principles 5. Stress Management
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