Contracting Office HR Administrator at Medecins Sans Frontieres (MSF)

POSITION BACKGROUND

MSF recruits internationally mobile staff (IMS) from over 160 countries around the globe, deploying them across 80 mission countries through its five Operational Centres. Part of these staff members are contracted by 19 different Contracting Sections (depending on their country of domicile). However, nearly 60% of IMS do not have a Contracting Section in their country of domicile - they are known as Non-Contracting Residents (NCR). Today NCR staff members are individually contracted for each assignment by the respective Operational Centre, which presents several challenges.
To address these challenges, the International Coordination Office (ICO) will become the contracting entity for NCR staff. This will bring forth a harmonized remuneration and benefits package, a consistent pension scheme via the ICO's international retirement savings plan, and an optimized administrative support for NCR staff throughout their tenure with MSF, by providing a single point of contact and comprehensive employment documentation.
The ICO started operations in October 2023 with OCB. In 2024 a staggered implementation with the rest of OCs is taking place.

OBJECTIVES OF THE POSITION

The HR Admin strives for excellent HR administration for NCR International Mobile Staff (Hereafter: employees) within the mandate of MSF ICO. The HR Admin performs the end-to-end HR administration related to employment contracts management, and processing benefits programs with the highest quality and customer service attitude. The HR Admin is the front line of HR administrative support for employees, and they act as gatekeepers to ensure adherence to internal processes, HR policies, and legal compliance.

MAIN RESPONSIBILITIES

General Inquiries:

• Acts as a contact person on HR administrative issues including payroll, and provides HR administrative support with an understanding of salary and benefits policies and Swiss labor law
• Provides support to employees on general inquiries about administrative processes, and technical casework
• Informs HR Team Leader of recurring queries and actively prepares or updates the FAQs
• Seeks support from C&B specialist when needed

Contract management:

• Monitors the complete registration of employees in the HRI systems and files by gathering and checking all relevant information needed for the completion of a contract
• Based on the Work Order issued by a managing section, develops an employment contract, and makes sure an employee’s agreement before an assignment starts
• Works closely with the managing sections to ensure the details (end of contract date) are correct before issuing the End of Contract form and closing a contract
• Terminates an employment contract with the information received by managing sections
• Ensures the validity of Employment contracts throughout the employment period

Cross Admin

• Carries out activities as required to support the workflow for all Cross Admin-related activities
• Provides administrative information related to contract and salary to OCs as requested

HRIS and Data

• Administrates and coordinates employment processes, e.g. collecting all relevant documents and accurately maintaining employee personnel files and personnel database
• Regularly updates HR information systems (HRIS) (HR databases and Excel-based), the electronic filing systems, and other HRIS relevant to employees, ensuring information on all employees is accurate, complete, and processed confidentially in line with GDPR
• Gives (technical) support to employees and other users regarding Employee Self Service portal

Benefits Administration

• Ensures timely registration and deregistration of international medical insurance
• Advises employees regarding health insurance claims
• Ensures timely registration and deregistration of International Retirement Saving Plans
• Responds to employees’ inquiries regarding the International Retirement Saving Plans

General Administration

• Ensures adherence to the internal policies and participates in the continuous development of work processes
• Seeks continuous improvements in HRIS, processes, and procedures to make them more effective, efficient, and always with a customer focus
• Supports collating key HR information, providing regular and ad-hoc statistics for reporting
• Takes responsibility for planning and prioritizing workload, ensuring that tasks are completed within the agreed timescales, taking the initiative to adapt priorities as required by changing priorities

Compliance and GDPR

• Advises the HR Team Leader regarding any potential risks and particular cases
• Acts as the first point of escalation for compliance on all GDPR-related matters for data privacy and document management
• Monitors and solves specific cases relating to contractual issues in Swiss labor law

Otherwise

• Works closely with overseas counterparts and the HR Admin team to ensure a smooth HR administration process; uses own initiative to troubleshoot and escalate any issues to HR Team Leader as necessary
• Disseminates information and documentation received from the field, OCs relating to security, health, and situation reports appropriately
• Works closely with and support the other HR Admins to ensure a smooth and effective HR service provision to employees, continually sharing and developing knowledge and best practice as appropriate
• Supports the training of new team members
• Together with the broader ICO department, works towards a common project

Job requirements

• Minimum 1-year experience in MSF HR Admin. Experience as OC HR admin will be highly valued
• Knowledge of MSF HR admin policies & processes, including IRP2
• Ability to work independently with minimal supervision
• Excellent planning and organizational skills
• Knowledge of Swiss employment law is an asset
• Good interpersonal and communication skills
• Pragmatic, rigorous
• English essential. French desirable