Personnel Administration Manager at Medecins Sans Frontieres (MSF)

Main Purpose:

Is responsible of ensuring that MSF is a Responsible employer in the mission, supports proper management of HR across the board and assumes full responsibility of all Administrative and legal issues in the Mission.

Other tasks include, but not limited to:

• Is responsible for the administrative management of Locally Recruited Staff health care coverage in close collaboration with the Medical department and service providers.
• In close collaboration with Dep HR Coordinator, ensures regular administrative meetings with all staff throughout the mission take place in order to ensure they are aware and respect their rights and duties and to inform them of any change in Labour legislation and general employment framework which may affect them (i.e. legal amendments, changes in local practices, new HRAdmin policies or procedures, amendments to Internal Regulations, etc.).
• In liaison with the Dep HR Coordinator, ensure that all functions and job profiles at Mission level meet with the Mission’s function grid approved by HQ and are aligned with MSF Standard Job Profiles and Function Grid, and that any new function or amendment to an existing one (including significant changes in responsibilities and/or mixing existing functions) are requested in advance to HR Coordinator for previous validation by HQ. Identifies deviations and shares them with HR Coordinator in order to draw an action plan in case corrections are needed/convenient.
• In support of the Dep HR Coordinator, developing an induction system and coaching the HR assistant to implement it in the coordination and project.
• Actively participates in the recruitment and interviews of Locally Recruited staff, when requested by other departments.
• In close coordination with the Financial Manager, ensures fulfillment of national legislation regarding employees’ taxes and social security at Mission level, checks that monthly declaration forms for taxes and employee/employer social security contributions are correct and sends them to the Financial Department.
• Support in organizing trainings done in close collaboration with the Personnel Development manager responsible for trainings in the mission. Support the Dep HR Coordinator and the Personnel Development manager to ensure that the link between performance management and training needs are consistent and followed up.
• Manage any other leave requested and ensure policies are respected including requests or proof, where necessary. Follow up on monthly basis on annual leave plans in regard to the Locally Recruited Staff.
• Coordinate and ensure proper management of Homere in the mission and with close contact with the Homere technical referents in HQ:
• Knows Homère in depth and ensures proper parameterization, use of the system and quality of data throughout the Mission, being her/himself the Mission’s technical reference.
• Provide guidance and support to the mission staff
• Training and coaching of staff on new updates and induction of new staff
• Answer any technical questions from the Dep HR Coordinator/HR Coordinator or mission Homere referent
• Minor changes to Homere parameters as permissible
• Any other tasks requested by AMS Homere Referent
• Support the Medical Coordination on any administrative follow-up/ needed on medical evacuations to the mission.
• Update the Organigram chart on monthly basis based on the decision made at the coordination level and coordinate with the HR Manager from the project to share the updated organigram chart.
• Ensure receive the Monthly HR report from the project and file them on the monthly basis.
• On request, perform any other additional duties given by the immediate supervisor in order to allow the organization to function optimally.

Works closely with the OCA Kenya office on all matters related to Kenya compliance, and ensures a good collaboration and exchange of information on timely basis to avoid duplication, overlap and mitigate potential (legal/other) risks. The scope of collaboration within management of Locally Recruited staff, and contractual agreements in Kenya. 

Requirements:

Education

• Degree in administration, HR, or related studies.
• Courses or certificates in HR, Admin& management are considered positively

Experience

• Essential 4 years previous experience in similar relevant position jobs (HR and Administration).
• With MSF essential 2 years of previous experience is similar to relevant positions.

Language

• Essential: Fluency in English & Swahili

Competencies

• People Management.
• Commitment.
• Flexibility.
• Results.
• Teamwork.

Deadline for application: 16th Feb 2023