HR Assistant/ International Mobile staff at Medecins Sans Frontieres (MSF)

Main Purpose:

Execute administrative, HR and legal related tasks to support the Personnel Administration Manager (PAM) IMS following MSF standards and procedures, in order to ensure legal compliance and to realize the HR capacity required in achieving project & mission HR objectives.

Other tasks include, but not limited to:

Under supervision of the Personnel Administration Manager manager/ International Mobile staff , other task included but not limited to;

Main Accountabilities

• Practical arrangements with regards to work permit /PIN/Diplomatic cards application for International Mobile Staff & their dependents in collaboration with the protocol office.
• Ensures efficient administrative follow up on visas.
• Proper preparation of relevant documentation and coordination of International Mobile staff briefings/Induction.
• Verification and consolidation of taxi invoices for payment.
• Maintain an up to date monthly per diem overview for the IMS/visitors for timely sharing with Finance department for payment.
• Efficiently book flights for both the Locally Recruited Staff and IMS via OCA Travel booking App.
• Facilitation of accommodation for both LRS and IMS in collaboration with the Admin & Facilities Manager.
• Maintaining employee records both soft and hard copies.
• Updating the IPMIS monthly overview for the IMS and sharing with the Kenya Office.

MSF Section/Context Specific Accountabilities

• Organise accommodation for IMS/visitors in collaboration with the Admin & facility Manager.
• Creating and managing the briefing schedules for IMS.
• Practical arrangements with regards to visas for both LRS and IMS.
• Updating the monthly IPMIS overview for IMS and sharing with the KO.
• Organizing administratively the per-diem overview for IMS/visitors and sharing with finance in good time for payment. Advice finance incase of any deductions to be done.
• Ensuring that the private bills for taxi, telephone are acknowledged , signed by the IMS, and the overview sent to finance for deductions.
• Verify and consolidate the monthly admin related expenses/invoices i.e taxi, visas etc and forward to finance for payment before due dates.
• Process CTO for payments when needed.
• Practical arrangements with regards to International travel for both LS and IMS via the MSF flight booking tools.
• PIN number application for the IMS on contract above 6 months to facilitate with bank account openning.
• Practical arrangements with regards to work permit /PIN/Diplomatic cards application for International Mobile Staff & their dependents in collaboration with the protocol office.
• Ensure that all staff and visitors to the office are well informed and briefed on travel information and requirements, prior to and upon arrival.
• Organize administratively the per diem payment for IMS /visitors in accordance to MSF per diem policy.
• Preparing LOI and mission orders whenever required.
• Provide finance with an updated list of IMS staff with workpermits.
• Support in HR filing of IMS file ; both in soft and hard copy.
• Support PAM_ IMS with the HR monthly/yearly reports.
• Support Personnel Development Manager in practical arrangements for training events where necessary.
• Responsible for organising and following up on IMS staff briefings
• Support staff with Uber registration for the MSF Cooprate account
• Any other duties as delegated by the PAM_ IMS

Education

• Essential: Diploma/Degree in HR, business, administration or any similar related field.

Experience

• Essential: Previous working experience of at least 4 years in a relevant job(HR & Administration)
• Desirable: MSF Experience or other INGOs in developing countries of at least 2 years.

Language

• Fluent in English & Kiswahili

Knowledge

• Essential: Computer literacy (Microsoft office, internet, outlook).
• Desirable: HOMERE v5 -Excellent working knowledge of this software shall be an added advantage. SharePoint, data-card printer software.

Competencies

• Results and Quality Orientation L2
• Team work and Cooperation L2
• Behavioral Flexibility L2
• Commitment to MSF Principles L2
• Stress Management L3
• Culturally Sensitive
• Excellent Communication skills