Responsible for executing HR,  Payroll administration and other related tasks related to MTI and donor HR policies and regulations.

    Staff Welfare  

• Manage the recruitment process at a local level including posting job adverts, processing incoming applications, conducting interviews and processing background checks as requested by hiring managers.
• Ensure all new hire paperwork is completed and coordinated.
• Facilitate onboarding processes to ensure all new staff are informed of MTI policies and benefits, job duties and equipped with the tools to perform their job.
• Support staff health and safety through ensuring insurance enrolment forms are completed, injury claims are processed, and safety incidents are reported.
• Liaise with supervisors and leadership to handle disciplinary cases according to MTI policy.
• Collaborate with Country Office leadership to ensure managers at all levels of the organization are equipped with the knowledge and skillset to effectively manage their teams, including planning for staff development opportunities and conducting performance appraisals; advise on escalated personnel issues.
• Ensure staff are informed of and adhere to MTI Code of Conduct, PSEA policy and other HR policies and procedures by providing trainings, access to print materials and responding to inquiries.
• Support supervisors in the performance management process by advising in resolving employee issues, creating and implementing plans for staff development and ensuring performance appraisals are conducted according to MTI policies and procedures.
• Monitor contract expirations and coordinate with respective supervisors on extensions or terminations.
• Monitor leave requests and maintain accurate records.
• Coordinate the employee exit process when an employee terminates, including exit interview, coordination of final pay and communication with finance personnel.
• Complete all internal and donor reports as required.
• Provide supportive supervision to direct reports, including workplan development and monitoring.
• Ensure the safeguarding of program participants and employees through promoting an environment of awareness and upholding the code of conduct provisions of Medical Teams Protection from Sexual Exploitation & Abuse, and Child & Vulnerable Adult protection policies and sexual harassment policies.

Payroll roles and responsibilities 

• Process monthly payroll in compliance with the statutory requirements, MTI Employment Manual, and donor requirements
• Prepare on a monthly and quarterly basis: payroll to general ledger staffing reconciliation, total salary per project, benefits paid out, leave balances, head count.
• Present to finance department requests for payment of salary with correct, approved information containing bank schedules, NIS schedules, PAYE schedules and cost allocation schedules.
• Ensure that leave is captured and that the accrued leave is managed monthly.
• Review and ensure accuracy of approved timesheets and allocate salaries to different donor projects as per the timesheets. 
• Ensure any payroll and banking differences are formally communicated and resolved.
• Conduct monthly spot checks on payroll information to ensure accuracy.
• Processes termination or separation-related payments, salary advance and one-time extraordinary commitment payments, relocation allowance.
• Provide guidance to staff on payroll matters and orientation on payroll management using ERP system Once introduced to country.
• Implement financial practices with the highest level of integrity and ethics according to professional and MTI Code of Conduct.

Medical Insurance:

• Follows-up and update on any changes on remuneration polices, rules related. 
• Follows up medical insurance payments, Contracts and any claims related either from Staff side, medical insurance company or both.
• Submit list of new entrants and withdrawal of existing staff to the medical insurance company.
• Include new colleagues and their dependents to medical insurance system.
• Deal with all the communication to Insurance company and update the corresponding excel database.
• Follow up with finance for the Authorities monthly payments.
• Prepare, follow up with company, receive staff re-imbursement amounts.
• Maintain proper filling & documentation (soft & Hard).

National Social Insurance Fund:

• Responsible of registering new staff in the fund and obtaining their social insurance numbers.
• Reflecting staff SI payment monthly via payroll.
• Preparing monthly SI reports and handing them to authority reflecting monthly changes (new staff, separations, Monthly Actual Gross Salaries).
•  Obtain monthly reconciliation reports from the SI authorities to reconcile with payments.
• Renew NSIF registration whenever needed.
• Prepare NSIF exit for separated staff for their final claims.
• Conduct regular visits to the NSIF authorities for new releases & publications.
• Conduct NSIF awareness sessions about the scheme insurance in coordination with the NSIF training staff. 
• Follow up with finance for the Authorities monthly payments.
• Prepare reconciliation reports whenever requested from management.
• Maintain good partner relationships. 
• Maintain proper filling & documentation (soft & Hard).

Tax & Zakat

• Responsible of following up the registrations & renewals of MTI registrations.
• Regular visits to the authorities for new releases or publications concerning TAX & Zakat payments to be reflected.
• Calculate & reflect personal income taxes & zakat dues on staff monthly payrolls. 
• Follow up with finance for the Authorities monthly payments.
• Prepare reconciliation reports whenever requested from management.
• Maintain good partner relationships. 
• Maintain proper filling & documentation (soft & Hard).

HR instruments and procedures

• Supports in formulating and updating a wide range of HR information materials.
• Ensure the execution of all policies and procedures pertaining to payroll administration and processing are followed and reported.
• Contributions on developing HR procedures and instruments related to compensations and benefits.

Administration:

•  Maintain complete and accurate compensation and benefits files and keep them secure including back up and archiving on regularly basis,
• Coordinate and liaise with Governmental authorities linked to compensations and benefits (Personal income tax authority, Social Insurance fund, Zakat chamber, Stamp tax and any related deductions imposed by the government in the future,
• Ensures compliance with all labor and benefit laws and stays current on regulatory changes.
• Prepares and communicates information to employees about benefit programs, procedures, changes, and government-mandated disclosures.
• Prepare all documents needed for HR audits.
• Holds regular quality assurance audit both hard copy & softcopy data and files. 
• Customer service focused and committed to providing a helpful, and responsive HR service. 

Reports:

• Send and monthly report on payroll changes and adjustments.
• Facilitate preparation of Cumulative HR Report

Meetings and Events:

• Participate in department meeting.
• Be part of general and staff morning meeting.
• Responsible for Team building exercise and employee champion of the Year and staff reward 

Scope of Work:

           Managing assigned above tasks for the country office & verification for field offices.

Any other additional tasks and responsibilities carried out by the HR Professional are subject to change at the request of management

EDUCATION, LICENSES, & CERTIFICATIONS                                                                                                                                    

• Bachelor’s Degree in Human Resource Management, Business Administration, Industrial and Organizational Accountant or equivalent is required.   

EXPERIENCE                                                                                                                                                                                                                              

• Minimum 3-5 years of HR generalist experience with INGO or UN required.
• 2 Years’ experience in Compensations and benefits payroll (Required)
• Experience working with INGOs is an added advantage.

KNOWLEDGE, SKILLS & ABILITIES                                                                                                                                                                            

KNOWLEDGE

• Knowledge of HR functions including pay & benefits, recruitment, onboarding and offboarding, and staff development.
• Basic knowledge of Tanzania labor laws
• Basic knowledge of ERP database system

SKILLS

• Skilled in using ERP or Human Resource database systems to manage staff records.
• Skilled in coaching managers and capacity building
• Skilled in conflict resolution
• Skilled in developing and conducting trainings.
• Excellent interpersonal and communication skills
• Skilled at using Microsoft Word, Excel and Outlook

ABILITIES

• Ability to prioritize tasks to meet deadlines.
• Ability to be flexible and manage stress, especially in situations which require a high degree of sensitivity, tact, and diplomacy.
• Ability to communicate in English and Arabic, spoken and written.
• Ability to be honest and foster an atmosphere of trust and integrity.
• Ability to hold staff accountable to work responsibilities, MTI protocol and ethical standards.
• Ability to maintain detailed records with high accuracy.
• Ability to maintain confidentiality of highly sensitive information.
• Ability to support MTI Calling and adhere to the MTI Code of Conduct

PHYSICAL REQUIREMENTS & WORKING CONDITIONS                                                                                                            

Tools and Equipment Used

1. Requires frequent use of personal computer, including word processing, database programs; calculator, telephone, and copy machine.
2. Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. While performing the duties of this job, the employee is frequently required to sit and talk or hear.  The employee is required to walk; climb stairs; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands, and arms.

1. Work Environment
2. The noise level in the work environment is usually moderately quiet.
3. The employee may be required to travel to remote areas where there are potential health hazards and risks, limited hygiene facilities, extreme weather, and very basic living conditions.

NOTE: The above job description is intended to describe the general nature and level of work being performed by staff assigned to this job. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required of staff in this position. Duties, responsibilities and skills are also subject to change based on the changing needs of the job, department or organization. The job description does not constitute an employment agreement between the employer and employee and is subject to change by Medical Teams International as the requirements of the job change.

Application Procedure: 

• All interested applicants who meet the criteria should submit their Application letter and CV to HA and labor Office Gadareif. 
• Indicate your expected salary, and notice period at the bottom of your CV.  
• Indicate clearly the position applied for in the subject line “Human Resource Officer_ Compensations and Benefits”. 
• Application Deadline: 30th June 2024..