PERSONNEL ADMINISTRATION MANAGER

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.

• Know labour legislation in force in mission country; keep her/himself informed of any amendment made in labour legislation by regularly checking legislation sources and/or regularly meeting with lawyer, other local authorities at this level; 
• Know all MSF policies, procedures, tools, standards and principles regarding all staff’ (national, international, regional, etc.) working conditions, benefits and remuneration, job profiles and function grids, health coverage, etc., adapts them to the Mission reality and ensures an equitable, efficient, transparent, fair and accountable implementation by all relevant staff throughout the Mission. 
• Is responsible for the proper implementation and follow up of internal regulations and terms of employment contracts of all national staff, ensuring that all staff is employed in the frame of fair labour conditions, and according to local legislation, MSF HR vision, values and principles. 
• In close collaboration with HRCo, 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 HR-Admin policies or procedures, amendments to Internal Regulations, etc.). 
• Is responsible to 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 HRCo and HRO/REHUCO for previous validation by HQ. Identifies deviations and shares them with HRCo in order to draw an action plan in case corrections are needed/convenient. 
• Is responsible to ensure that National Staff remuneration (salary, post adjustments, compensations, final settlements, etc,) and benefits (holidays, leaves, social coverage, health coverage, etc.) meet with the Mission’s salary grid validated by HQ, Internal Regulations and HR policies, ensuring MSF acts as a responsible employer at any time. 
• In close coordination with the Financial Coordinator, 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. . 
• Informs HRCo in case a legal risk is detected within her/his area of responsibilities and suggests actions to take in order to prevent it. Follows up employees’ claims and keeps HRCo informed at any time. 
• Ensure that MSF, as an employer, as well as all MSF employees comply with safety and risk prevention measures as stated by local legislation and/or MSF standard policies and procedures.. 
• Ensure an efficient filing system (physical and electronic files) of all administrative files at Mission level, granting strict confidentiality of employees’ personal files and other administrative private documents upon request of HRCo, and ensuring preparedness in case of evacuation. 
• Upon request of the HRCo, maintain regular contact with ministries, national administrations, other MSF sections and other NGOs to improve/keep up to date with administrative practices. 
• Knows Homère in depth and ensures a proper parameterization, use of the system and quality of data throughout the Mission, being her/himself the Missions’ technical reference in absence of a person specifically in charge of the system. 

Ensure, in close collaboration with HRCo and Logistics department, that all international and internal movements in the Mission are properly managed (visas, tickets, per diem when necessary, dates of arrival/departure, etc.), and ensures proper accommodation conditions (i.e. room, food, etc.) by informing all relevant people/departments.

Employment Administration

• Supports, coordinates and supervises the implementation of administrative procedures related to employment in the mission and all projects.

• In liaison with the legal advisor, ensures that national HR strategies, policies and guidelines are updated and in compliance with local labor regulations. Provide support to the CMT members in the implementation of the same.

• Ensures regular staff meetings across the mission in order to share changes in labor legislation and general employment changes which might affect staff (i.e. legal amendments, changes in local practices, new HR-Admin policies or procedures, amendments to the Internal Regulations …)

• Manages & ensures HR records & files are updated in a timely & accurate manner, safeguarding confidential information & with compliance to the relevant laws. These should include contracts, cv, diplomas, job descriptions, probation period completion, evaluations, disciplinary actions, leave follow-up, family composition (dependents) ….

• Liaises with the legal advisor on all court cases, providing supporting information needed to prepare the case and follow-up.

Payroll

• Supervises and closely work with the Coord HR Assistant, Coordinates and supervises procedures for payroll, controlling the payment of overtime, holiday earnings, … and provides support to all projects 

• Final control of all the projects and give final approval for the payment of salaries (after approval from HR Coordinator.)

• Closely monitors HR Assistant’s preparation of declarations for monthly taxes and employee/employer contributions, and pension, creating a file containing all data to comply with legal regulations and submitted to Finance.

• Checks and follows up tax and labor regulations, providing support to the Finance Department in administrative matters under his/her responsibility, keeping him/her abreast of the employment and fiscal legislation in the country in order to ensure full compliance with local law and regulations across the mission.

• Final responsible for the staff EOC payments and related clearance and documents (final payments, ….)

• Technical referent in the mission for HOMERE (software for Admin and Payroll management), ensures proper maintenance, use of the system and quality of the data throughout the mission.

• Ensures the monthly HOMERE reporting to HQ and liaises with HOMERE technician in case of challenges.

Human Resources 

• Plans and supervises the HR processes (recruitment, training/induction, evaluation, potential detection, communication) of the staff under his responsibility in order to ensure both the sizing and the amount of knowledge required and to improve the people’s capabilities).

• Schedules, organizes & participates in recruitment and selection process (i.e. obtaining approval, posting vacancies, screening, interviewing, and correspondence including maintaining a pool of potential candidates) with the relevant heads of departments & project coordinators.

• Does the induction for newly hires employees (shared responsibility).

• Follows up all the disciplinary measures of the mission (give input in the correspondences)

The above Job description requires close field contacts and regular field visits.

Education        

Degree in administration related studies.

Experience     

Working experience of at least two years in administration

Languages                    

Essential mission working language.

Competencies            

•   People Management

•   Commitment

•   Flexibility

•   Results

•   Teamwork

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.