Main objectives and responsibilities of the position
Execute administrative, HR and financial tasks, according to administration supervisor indications and MSF procedures, in order to ensure correct implementation of employee and contract management in the project.
ACCOUNTABILITIES AND SPECIFIC ACTIVITIES
ADMIN/HR - Team Support
· Guarantee the respect of the administrative rules by the project staff, in close collaboration with the Admin Supervisor,
· Ensure that all travels from field – project are organised together with the coordination.
· Assist department heads and supervisor in the drafting of their annual holiday plan and follows up the balance of outstanding leaves in the project and anticipates when necessary.
· Make the administrative follow-up of staff sick leave, annual leaves and other and ensure all documentation is completed timely and according to the procedures.
Recruitment and introduction
Support the project in recruiting people:
· Drafting and publishing of job offers according to the established procedures.
· Collect cv’s and make practical arrangements for the interview/test.
· Assist in translation when needed.
· Provide the selected staff with administrative and practical information about the employment framework before contract signature.
· Ensure that all new employees are sufficiently briefed by all departments and make general admin briefing on HR policies for all new employees.
Contract Management & Payroll
· Ensure that all staff administrative files are completed and kept according to procedures; guarantee their proper filing and confidentiality of the employees’ personal data.
· Preparing the payroll in Homere and the related reports
· Ensure registration/cancellation of employees into the pension scheme.
· Follow up and anticipate end of contracts and renewals, and prepare all necessary documents.
· Follow up of the clearance procedures of end of contract employees.
· Explain pay slips when questions arise in the field.
· Preparation of incentive staff payments according to the seconded staff regulations.
Other
· Assisting in translation of memos, staff questions, official meetings etc.
· Supervision of domestic cooks and cleaners
o Preparation of the roster
o Evaluations
o Supervision of request for cleaning and hygiene materials and cooking and other domestic compound supplies
o Recruitment
o Training
o Monthly meetings
· Liaises with Coordination to ensure all employees have valid MSF ID cards.
· Keep information updated on NS Training, record trainings done in order to be able to provide accurate information at any time.
· Make sure all admin documents are easily available in sufficient quantities to facilitate admin procedures (leave forms, employee file forms, …)
· Preparation of the monthly admin report.
· Assist the HR department in any other files as per the needs.
REQUIRED EDUCATION AND SKILLS
· Degree in HR
· At least two years of relevant work experience in the similar position, desirably with MSF or other INGO.
· Good command of English and local language, both written and spoken
· Excellent computer skills
LOCATION: Pugnido
DURATION: 3 month with possibility of extension
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