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HR Assistant
Medecins Sans Frontieres Holland

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 65,000 people.

 Vacancy No: 14
 Section/Unit: HR, Finance, Administration
 Grade Level: 6
 Supervisor: Personnel Administration Manager
 No. of Post: 1
 Duty Station: Port Sudan
 Duration: 8 Months
 Closing Date: 20 June 2024


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 are essential.

Knowledge: Essential computer literacy (word, excel, internet).


          1. Results and Quality Orientation 

          2. Teamwork and Cooperation 

          3. Behavioural Flexibility 

          4. Commitment to MSF Principles 

          5. Stress Management

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