HR & Admin Officer at Medecins Sans Frontieres (MSF)

The Human Resources Officer reports to the Human Resources & Administration Manager of the MSF EA. The HR & Admin Officer supports the implementation and communication of HR policies and procedures in a consistent, fair and transparent basis in collaboration with the HR & Admin Manager.

To ensure effective and efficient management of Human Resource & Administration processes and information systems; Responsible for drafting and verification of Payroll Management systems/processes, Support Onboarding and induction of new staff; day-to-day support, follow-up of health insurances, invoices and claims for all employees and cross-admin with other MSF HQ entities; Data privacy and a GDPR Champion. Participates in employee safety and employee relations, identifies gaps and to advice/innovate ways for improvement.

The HR & Admin Officer will supervise the HR/Admin assistant.

Tasks & Responsibilities

Ensure high quality of the staff administration, compensation & benefits, payroll, and accurate HR Data management.

• Ensures efficient & accurate and timely monthly payrolls, statutory contributions, and declarations to the local authorities.
• Collect, Coordinate to ensure staff benefits (secondary, relocation etc) are communicated clearly and processed as per the Employee Handbook.
• Ensures accurate follow-up of leave plans and leave management of all staff and timely advice to staff on the same.
• Ensures staff insurance covers are updated and are in line with the legislation of the country. Support and communicate the scope of all the insurance covers.
• Focal person for International Insurance (MSH), following up on timely enrollment/exits and processing of Invoices and claims.
• Responsible for drafting and verifications of Contracts, Consultancies (both Local and NCR); Follow-up on the end of contract dates/renewal for all employees, ensuring compliance.
• Focal person for onboarding and deboarding of employees and ensuring all processes/documentation are done.
• Ensure and maintain an up to date insurance coverage for employees; Medical, WIBA/GPA and/or GLA.
• As a member of the Occupational Safety and Health Committee (OSH) and HR representative in the committee, ensure all safety and health issues are considered for staff and reflected in policies.
• Lead and Prepare necessary HR files in case of audits, and HR reports to the respective departments/Auditors.
• Ensure an efficient filing system (physical and electronic files) of all administrative files, granting strict confidentiality of employees’ personal files and other administrative private documents.
• Day to day management of data/information on the system, ensuring quality, accurate & timely management of the HR Database i.e the HR Information system (HRMIS).

 Support & follow-up of Cross-Administration support anchored on MSF EA Hosting Policy in collaboration with the HR & Admin Manager:

• Link with all MSF offices, Operational Centres & Partner Sections on all aspects of staff contracting and administration, and ensure all contracts comply with the requirements of the office and Legal frames (Kenyan staff, non-Kenyan staff, Hosted positions). 
• Link with Finance for confirmation of staff lists for reinvoicing purposes.
• Develop and continuously update Cross-Admin counterparts & Supervisor´s list of contacts of other MSF entities.
• Actively participate in the Onboarding of new hosted staff in collaboration with the Managing MSF HQ staff.

 People management

• Responsible for the management & supervision of the HR & Admin Assistant and from time to time, intern/temporary support.

Participate & contribute to both internal & External communication & information.

With the support of the HR & Admin Manager:

• Organize information meetings/sensitization with employees on the Employee Handbook
• Elaborate and communicate internal HR notes to all staff and encourage participation. 
• Advice on any administrative considerations for the office, staff and any risks or liability that may arise.
• Ensure that the Global Data Protection Regulation (GDPR) and Protection of Personal Information Act are applied in all HR & administrative policies & processes of the Office, in compliance with local and international requirements. Data Protection

 Participate in HR Planning, Reporting and Communication

• Support in the implementation of actions/decisions of the Action Plans and ensure proper accountability.
• Proactively participate in HR plans and bring in innovations/ideas.

Qualifications

• Minimum three years of Human Resources & Administration experience plus bachelor’s degree or equivalent combination of education and experience, with proven experience in people management..
• Experience in payroll management and staff administration, recruitment, training and performance management.
• Applied knowledge of HRIS tools and processes.
• MSF experience is an added advantage.
• Keen attention to detail with ability to track multiple projects at one time.
• Ability to handle a large volume of work.
• Outstanding proven time management and organizational skillsAbility to work with a minimum of supervision.
• Excellent judgment and diplomacy.
• Ability to prioritize ongoing vs. immediate needs appropriately.
• Strong interpersonal and written and oral communication skills

 Others:

• Motivation for working in the humanitarian sector.
• Knowledgeable on issues of Diversity, Equity & Inclusion.

Competencies

• Commitment to MSF’s Principles.
• ​Teamwork and collaboration.​
• ​Ability to be accountable.
• Ability to adapt and pragmatism.
• Autonomy and rigour.  
• Perseverance and diplomacy.
• Service Orientation Planning and Organizing.