HR & Administration Assistant at Medecins Sans Frontieres (MSF)

MAIN OBJECTIVES OF POSITION

The main objective of the position is to support implementation and communication of HR policies and procedures in a consistent, fair and transparent basis in collaboration with the HR Manager. To ensure effective and efficient management of Human Resource information systems (HRMIS) database and payroll management; Onboarding and induction of new staff; Performance management follow-ups, day-to-day support and follow-up of health insurances for all employees. Participates in employee safety and employee relations, identify gaps and to advice/innovate ways for improvement.

FUNCTIONAL AND HIERARCHICAL LINES

Reporting to the: Human Resources & Administration Manager.

Overall responsibilities

• Follow MSF standards Policies, rules and procedure in relation to HR & Administration.
• To assist the HR/Admin in Human Resource management and general administration.
• To ensure the daily back office administrative processes/activities are well managed to support the office and the hosted units/Desks

Tasks and responsibilities

Office Human Resources and administration management

• Prepare the monthly payroll for staff ensuring high level of accuracy.
• Ensure all statutory and other obligations required have been met for processing and validation by the line manager.
• Prepare all statutory payments and reports after validation of the payroll.
• Ensure all staff records are properly kept and updated, and confidential information kept in a secure place. Put in place and manage a tracker to follow up the status of staff contracts and seniority/band-level for updates/changes.
• Complete staff records based on the employee information form and checklist for all information required.
• Update the HRMIS systems, and provide necessary reports.
• Prepare and regularly update staff contracts and ensure registration and deregistration of all staff into the HR systems, in close collaboration with other HQs Cross-Admin.
• Update the leave plan for the team/units and ensure the procedures for leave management are observed by all. Continuous leave follow-up, update, and advice staff.
• Plan, coordinate, and facilitate proper induction of new staff in the office after recruitment.
• Brief all incoming new staff on HR/Admin policy/handbook and send regular updates to all for changes and notices.
• Manage, under the supervision of the HR/Admin Manager, the HR Payroll software and prepare salaries, deductions and reports based on MSF policy and observe all legal requirements.
• Process school fees invoices for payments based on the MSF policy, and ensure good follow-up through the tracker to manage limits and compliance with tax regulations (for Kenyan contracts).
• Follow up management, updating and renewal of insurances: medical, WIBA, GPA/Life for both local and NCR contracted staff. Ensure the insurance policy documents are in place and overview of the status and changes thereof available.
• Register/deregister staff on Medical insurances, Group personal accident (GPA) WIBA/life insurance and update the list regularly to send to the insurance company. Follow up and Check all invoices for the same to ensure correct billing periodically.
• Provide support for medical evacuation and referrals based on the MEDEVAC procedure document.
• Oversee the administration of daily workers, interns and consultants engaged by various units/departments in the NBO, ensure that the necessary compliance is adhered to observing the policy/guidelines in place.
• Assist in providing various Human Resource support in e.g. recruitment, training, audit preparation and any other events/activities.
• Proactively collaborate with HR/Admin counterparts in other MSF offices and organizations to exchange and enrich the experience on how work and process can be improved.

Others

• Work closely with other departments and team members in all aspects of HR/Admin.
• Assist and work closely with the Administration & travel Coordinator & Admin assistant in areas that require collaboration (movements, registration, medevacs…) and if needed/necessary/feasible fill the gaps to cover specific tasks during their absence.
• Provide input in review/update of HR/Admin policies and procedures and ensure the transmission to staff.
• Prepare handover documents and reports for follow-up during absence.
• Ensure activity/work plans are followed through and updated regularly with the supervisor, and active participation in annual plan and reviews for the unit’s activities.
• Identify opportunities for service improvement in taking care of staff working in MSF EA.

INTERNAL / EXTERNAL RELATIONSHIPS

Internal:

• HR Department – administration/Trainings/BF/travels/Field HR
• MSF EA Office Staff – Administrative support/ internal communication/Updates/HR Policy sensitization/Insurances.
• MSF Finance, Facilities & Service Department- Collaborations on onboarding/Payroll/Staff payments.
• Other MSF Section office contacts – general information/updates/cross-HR exchanges

External:

• Other MSF HQs/Cross-Admin.
• Local & International Insurances company/other external HR agreements.
• HRMIS/ERP Providers.
• Key institutional and official contacts for networking/database

EDUCATION AND EXPERIENCE

• Relevant Degree from a recognized university or Diploma in Human Resource management/Administration.
• Minimum of 2 years’ experience in Administration and HR related field
• Experience with MSF will be an added advantage.
• Knowledgeable of and interested in the international humanitarian context
• Good IT knowledge
• Experience in payroll and compensation management
• Good understanding of the HR legal environment in Kenya.
• Membership of a professional regulatory body (IHRM).

COMPETENCIES

• Commitment to MSF’s Principles
• Flexibility
• Stress Management
• Cross-cultural Awareness
• Analytical Thinking
• Results and Quality Orientation
• Service Orientation
• Planning and Organising
• Teamwork and Cooperation
• Initiative and Innovation