HR & Administration Assistant at Medecins Sans Frontieres (MSF)

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Medecins Sans Frontieres (MSF)

HR & Administration Assistant at Medecins Sans Frontieres (MSF),

HR & Administration Assistant at Medecins Sans Frontieres (MSF)

Jobs in NGO / Non-Profit Associations, Jobs at Medecins Sans Frontieres (MSF)

Médecins sans frontières (MSF) or Doctors Without Borders, is an international humanitarian-aid non-governmental organization (NGO) and Nobel Peace Prize laureate, best known for its projects in war-torn regions and developing countries facing endemic diseases.

HR & Administration Assistant

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 is observed by all. Continuous leave follow-up, update and advice staff.
  • Plan, coordinate and facilitate proper induction of new staffs in the office after recruitment.
  • Brief all incoming new staff on HR/Admin policy/handbook and sending 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 observing 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 the e.g. recruitment, training, audit preparation and any other events/activities.
  • Proactively collaborate with HR/Admin counterparts in other MSF offices and organisations to exchange and enrich 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

How to apply

Interested and qualified? Go to Medecins Sans Frontieres (MSF) on msf.or.ke to apply

To apply for this job please visit www.myjobmag.co.ke.