Human Resource Assistant at Medecins Sans Frontieres (MSF)

Main Purpose

• 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.

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 processes 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.
• Additional HR/ Admin tasks delegated by the Project HR Manager

MSF Section/Context Specific Accountabilities

• Update payroll calculations and personal files in order to ensure accuracy & compliance for on time payments.
• Assist the project HR manager in the statutory planning in order to ensure the coverage of daily needs, advances on salaries, payroll, etc
• Management of the Homere database leave plan and roaster planning and ensure compliance,
• Induction and on-boarding of new staff (e.g. HR policies, communication and employment registration).
• Record keeping and maintenance of personnel files and organizational charts (including updated job descriptions, monthly staff attendance, and monthly updated organogram).
• Support in staff recruitment upon request.
• Archiving of staff files in one drive on a weekly basis
• Support in disciplinaries
• Follow up on accommodation for staff in the MSF compound
• Back up for other desk interchangeably when in charge is not present.
• Support in scheduling travel and lodging for staff and referrals.
• Support to HR manager in the control, requisition and inventory of stationary, airtime, etc.
• Management and follow up on medical cover for the staff renewal, updates & cards follow up

Requirements

Education

• Essential finance, business, administration, or HR related diploma. •
• Desirable BA degree in finance, business, administration, or HR

Experience

• Essential previous working experience of at least 2 years in HR and Admin related jobs.
• Essential at least 1 year of experience managing payroll, labour relations and local HR legal compliances.
•  Desirable experience in MSF or other NGOs in developing countries

Languages

• Fluency in English and Kiswahili language are mandatory for this profile
• Working knowledge of Somali language is desirable

Knowledge

• Essential computer literacy (Microsoft Office and Internet)

Competencies

• Results and Quality Orientation
• Teamwork and Cooperation
• Behavioral Flexibility
• Commitment to MSF Principles
• Service-oriented

If you meet the above requirements, please provide all the documents required:

• Updated CV
• Cover letter stating interest in the position
• Diploma/ certificates relevant to the position
• Kenyan National Identification Card