HR Assistant at Medecins Sans Frontieres (MSF) – Holland Full Time

Job Title: HR Assistant

Location: Benue
Employment Type: Full-time
Job Type: Indefinite

Main Objective and Responsibility of the Position

• Execute administrative, HR and legal related tasks to support the Project HR Manager in following MSF standards and procedures, in order to ensure legal compliance and to realize the HR capacity required to achieve project objectives.

Accountabilities

• Under the supervision of the Project Fin/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 process 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 punc-
  tuality 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 Fin/HR Manager in translating documents into local language and assisting in meetings upon request.
• Additional HR/ Admin tasks delegated by the Project Fin/HR Manager.

MSF Section/Context-Specific Accountabilities:
Administration:

• Prepare and maintain all the incentive staffs agreement and their timely renewals.
• Set up and maintain a proper staff filing and documentation system (hard and soft copy).
• Ensures that all staff under their supervision perform their duties observing the MSF policies and in compliance with relevant SOPs of the department. Reports to the manager immediately whenever compliance is not or cannot be met.

Payroll & Homere Administration:

• Prepare monthly payroll of the project and share it with the Fin/HR Manager for review.
• Ensure all the necessary payroll data, i.e. over time, on-call allowances, leaves and salary advance are captured in Homere before generating the payroll of the month.
• Make sure that the new employee(s) are updated in Homere before generating the payroll.
• Ensure that all the necessary Homere files are imported in Homere shared by the coordination/PAM.
• Make sure that the F&F Settlements of the staff (if any) is calculated correctly and validated by the PAM/Fin/HR Manager before the payroll.

National Staff HR Administration:

• Prepares new contracts and ensures the follow-up of all (project) NS staff contracts’ expiration dates and informs line manager with anticipation.
• Ensures that individual employee files are in proper order and updated.
• Assist in recruitment and selection of national staff whenever requested by Project Fin/HR Manager.
• Plan all briefings, provide HR briefings for new staff, and arrange relevant documents (ID card, dependent nominees, bank a/c details etc.) for administration purposes.
• Send enrolment forms to the Coordination office for further submission to NHF & Hygeia on time.
• Maintain all leave records (paper and Homère) and provide regular updates to managers in sending the leave planning on a monthly basis.
• Maintain all records of the evaluations and or Performance Management check-ins are done at the project level. Timely inform all the Managers & Supervisors on upcoming or and pending evaluations of their staff.
• Responsible for making a roster for the cleaners and the cook (if applicable).

Learning & Development:

• Assist the Project Fin/HR Manager in organizing training and workshops at the project, with the support of PDM.
• Is responsible to implement the training feedback with the support of the Project Fin/HR Manager/PDM.
• Maintain the training and workshops record and report it to Project Fin/HR Manager/PDM in a timely manner and record in Homere as well.

Requirements (Qualifications / Experience / Knowledge)
Education:

• Desirable: Finance, Business or Administration related Diploma.

Experience:

• Essential previous working experience of at least two years in relevant jobs.
• Desirable experience in MSF or other NGOs in developing countries.

Languages:

• Mission and local language Essential, English language is necessary.

Knowledge:

• Essential computer literacy (word, excel and internet)

Competencies:

• Result and Quality Orientation, Teamwork and Cooperation, Behavioural Flexibility, Commitment to
• MSF Principles, Stress Management.

Remuneration
N373,846 Monthly.

Application Closing Date
13th June, 2023 (5:00PM)

And
Send their Cover Letter, latest Curriculum Vitae (CV) and photocopies of only necessary credentials as one document with telephone contact details (daytime) to: [email protected] using “HR ASSISTANT” as the subject of the mail.

Note

• Only applications submitted online will be accepted.
• Lastly, only one online application form should be submitted as multiple submissions will not be considered.
• Only shortlisted candidates would be contacted.
• No Transportation and/or Allowance will be provided during the recruitment process.
• MSF is an equal opportunities employer and promotes diversity within the organization.