HR ASSISTANT

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

• 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 payslips 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

ADMIN/HR Team Support         

• Ensuring the administrative rules are adhered by the Coordination staff, in close collaboration with the Admin Supervisor.

• Assist department heads and supervisors in the drafting of their annual holiday plan and follows up the balance of outstanding leaves in the Coord office and anticipates when necessary.

• Makes the administrative follow-up of staff sick leave, annual leaves and other leaves and ensures all documentation is completed timely and according to the procedures.

• Facilitates the translation of documents for the different departments in requested languages when needed

Recruitment and introduction

Supports the projects and Coord Office in the recruitment process:

• Participates in reviewing CV for long listing applications and facilitates interview/test sessions.

• Ensure that all new locally hired employees are briefed by all departments 

Contract Management & Payroll

• Ensures that all staff administrative files are completed, updated and kept according to procedures; guarantee their proper filing and confidentiality of the employees’ personal data.

• Ensures registration of new staff/informing of separated employees to the pension office. 

• Follow up of the clearance procedures of end of contract employees.

• Distribute and explain pay slips when questions arise.

• Preparation of daily workers payments.

• Prepare CO payroll every month 

• Responsible for Homere record and update of staff information for the Coord Office

• Responsible to manage cook and cleaners’ monthly payment if outsourced.

Other

• IMS compound management and making sure that the accommodation is well maintained in terms of kitchen arrangements, consumption, cleaning and lining arrangements.

• Supervision of tasks of domestic staff (cooks and cleaners)

• Supports projects HR/Admin in preparation of employees MSF ID cards.

• Make sure all admin documents are easily available in sufficient quantities to facilitate admin procedures (leave forms, employee file forms, …)

• Facilitates payment for routine office expenses for daily operations

• Assists the HR department in any other files as per the needs.

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 language and local language essential

Knowledge      

•   Essential computer literacy (word, excel, internet)

Competencies            

•  Results and Quality Orientation L2 

•  Team work and Cooperation L2 

•  Behavioural Flexibility L2 

•  Commitment to MSF Principles L2 

•  Stress Management L3

How To Apply

Interested applicants can submit their CV and application letter including photocopies of all supporting documents via www.ethiojobs.net. please be informed that we do not accept applications in other forms.

Please Note that we only contact short-listed candidates and only short-listed candidates with the required documents are allowed to attend further assessment. 

Sincerity of Declarations and Documents Submitted to MSF

Use of false documents to gain employment with MSF will lead to automatic cancelation from the recruitment process and if found after employment it will lead to termination.

We strive to promote, create, and maintain a safe organizational culture for all people who work for and with MSF OCG, including our partners. Moreover, we ensure that the workplace, wherever staff are located, is built on respect, tolerance, diversity, and inclusion that delivers a safe and respectful environment.

At MSF, we are committed to an inclusive culture that encourages and supports the diverse voices of our employees. We welcome applications from individuals of all genders, ages, sexual orientations, nationalities, races, religions, beliefs, ability status, and all other diversity characteristics.