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.

General accountabilities :

• 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 process 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.

Apart from the general accountabilities, as mentioned above, also project specific accountabilities apply, as mentioned below :

Payroll Management:

• Carry out accurate and timely payroll processing,
• Ensure all OT, PH, top-ups, disciplinary actions, and other necessary updates are completed before running the payroll.
• Ensure all payroll-related tasks are completed on time and meet the necessary compliance standards.

Daily Workers Management:

• Ensure daily workers (DW) are sourced from official pool lists.
• Call in daily workers, informing them about the length and specifics of their work assignments.
• Prepare and maintain payment sheets for daily workers, to be handed over to Finance for payment processing.

MSF ID Management:

• Prepare MSF ID cards for staff.

Recruitment Support:

• Assist the HR Manager by calling candidates for interviews and recruitment processes, providing necessary support throughout.

Onboarding and Briefings:

• Ensure all new staff are properly briefed on MSF policies and their job descriptions.
• Collaborate with the HR Manager to organize and conduct effective onboarding briefings for new hires.
• Ensure all training sessions are encoded in the Homere HR tool for proper tracking and compliance.

Confidentiality and Data Protection:

• Ensure strict confidentiality of all HR-related issues and personal data of staff. Handle sensitive information with discretion and in compliance with MSF's data protection policies and regulations.

Travel Allowance Preparation:

• Prepare accurate travel allowance documentation for staff and submit it to Finance for timely payment processing, ensuring all details comply with MSF policies and project rules and regulations.

Monthly Follow-ups and Reporting:

• Ensure monthly follow-ups are conducted and shared with supervisors and managers regarding staff leave balances, leave planning, performance evaluations, and contract renewals, ensuring timely actions are taken.
• Ensure all rosters are submitted, and checked before the month starts, as well as final rosters of previous month are received for OT checking.
• Support the HR Manager with monthly reporting on staff data, as well as food basket data, in order to share with Coordination.

Inventory Management:

• Ensure stationery and household items are sufficiently stocked to maintain a smooth workflow.

Staff Management for Cleaners and Cooks:

• Manage cleaners and cooks, ensuring they have all necessary materials and equipment to carry out their tasks efficiently.
• Ensure staff are complying with their responsibilities and maintain regular meetings with them to provide a platform for concerns and feedback.
• Collaborate closely with the HR Manager to ensure rooms are prepared for new guests, and that an adequate quantity of food is prepared for guests.
• Ensure staff are trained on health and safety standards, and monitor their adherence to cleanliness and food safety regulations to maintain a safe and welcoming environment.

Systematic Filing and Document Management:

• Ensure proper, organized filing of all personal documents for staff, maintaining a secure and systematic filing system to ensure easy retrieval and prevent loss.
• Regularly update and review document storage procedures, ensuring confidentiality and compliance with data protection regulations.
• Ensure that no documents are misplaced in the office, and implement an efficient tracking system to monitor the flow of HR documents.
• Ensure all mandatory documents are in each personal file.
• Ensure all personal documents are updated in Homere, scanned and shared with HR Manager for back-up, and filed in each file.
• Ensure the dependent lists are updated accurately and ensure all necessary documents are in place to proof dependency.

Training Support:

• Support managers and supervisors in preparing for staff training sessions, including arranging the training room and organizing food and beverage (F&B) services.

Support in organisingTraining:

• Assist in organizing Code of Conduct training sessions to ensure staff are properly briefed on MSF's policies and ethical guidelines.
• Work closely with the HR Manager and relevant departments to coordinate logistics, materials, and scheduling for training sessions, ensuring all staff are adequately informed and understand the expectations.
• Support in organising English & Arabic classes for the staff.

Support in Additional HR Tasks:

• Provide assistance to the HR Manager in handling various HR-related tasks as they arise.
• Take on ad-hoc assignments and ensure they are completed efficiently, contributing to the smooth operation of the HR department.

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.

                     Desirable work experience in HR, Administration or Finance.

Languages: Fluency in Arabic and English (speaking and writing) is essential. Tigrinya speaking is highly desirable.

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

PLEASE SUBMIT YOUR APPLICATION WITH COPY OF ID, CV, EDUCATION DOCUMENTS AND EXPERIENCE CERTIFICATES AT FOLLOWING ADDRESS BEFORE CLOSING DATE:

• Labor Office Gedarif
• HAC Office Gedarif