AM00602

PERSONNEL ADMINISTRATION MANAGER

Level   10



Reports to (Hierarchical)

Human Resources Coordinator

Reports to (Functional)

Human Resources Coordinator

Job Family

HR & FIN


Main Purpose

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.


Accountabilities

  • 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.

Education

Degree in administration related studies.


Experience

Working experience of at least two years in administration


Language Level Description

B2  Independent User

Vantage or upper intermediate

  • Can understand the main ideas of complex text on both concrete and abstract topics, including technical discussions in his/her field of specialisation.
  • Can interact with a degree of fluency and spontaneity that makes regular interaction with native speakers quite possible without strain for either party.
  • Can produce clear, detailed text on a wide range of subjects and explain a viewpoint on a topical issue giving the advantages and disadvantages of various options.


Technical Skills



Legal

MASTER

Able to analyze the local legal context with the support of MSF tools


Able to organize the legal protection of the mission by identifying a local legal expert able to advise the organization, using guidelines and with the advise of legal adviser in HQ if necessary


Able to ensure the follow up of court cases, liaising with the HQ and the local legal expert


Able to write / co write a draft of any contractual document taking into account the local law and MSF policies and submit if necessary to the local and or HQ legal advisor


Able to ensure the follow up of the different taxes payment (fiscal obligation) 

Administrative Management

MASTER

Able to analyze the local legal context with the support of MSF tools


Able to organize the legal protection of the mission by identifying a local legal expert able to advise the organization, using guidelines and with the advise of legal adviser in HQ if necessary


Able to ensure the follow up of court cases, liaising with the HQ and the local legal expert


Able to write / co write a draft of any contractual document taking into account the local law and MSF policies and submit if necessary to the local and or HQ legal advisor


Able to ensure the follow up of the different taxes payment (fiscal obligation) 

Organization Design

AUTONOMOUS

Able to support coordinators/supervisors/activity managers to prepare and update proper job descriptions and profiles for all the positions they supervise


Able to define organizational structures and design organization charts with support when needed


Through regular meetings to ensure fluid communication flows in a team

IT HR Tools

MASTER

Able to check the quality of and analyzes the employee data in the software


Able to provide the field with technical support regarding the use of the software 


Able to detect errors and explain how to correct them


Able to explain the payroll calculation of the mission and to provide the information needed in order for the HR tool expert in HQ to parameterize it in the software


Transversal Competencies



Commitment to MSF’s Principles

Demonstrates loyalty, awareness and respect for MSF’s values

  • Expresses his/her interest by talking/asking/giving informed opinions about MSF’s activities.
  • Expresses he/she wants to work with MSF because of its principles and mission.
  • Overtly expresses his/her satisfaction at belonging to MSF and defends MSF’s social mission.
  • Refers to beneficiaries* when speaking about his/her own work.
  • Always transmits a positive image of MSF in front of both colleagues and external people.
  • Translates the principles of MSF into actions.

Behavioural Flexibility

Adapts behaviour to the needs of the situation

  • Accepts decisions which are not completely in line with his/her personal opinions.
  • Is flexible in applying and adapting procedures.
  • Adapts his/her behaviour to the characteristics of the interlocutor and/or situation.
  • Learns from problems and difficulties, becoming more competent at resolving similar situations in the future.
  • Looks for adaptable solutions in order to achieve objectives.
  • Reassesses priorities when circumstances change, focusing on objectives. 

Results and Quality Orientation

Improves performance and sets ambitious and realistic goals

  • Strives to continually improve work methods.
  • Suggests news ways of increasing efficiency in his/her field of action.
  • Demonstrates a continuous learning attitude.
  • Sets as an objective the improvement of the process. 

Teamwork and Cooperation

Encourages, engages and motivates people to work as a team

  • Shows he/she values the experience and input of other team members through empathetic communication.
  • Makes decisions taking into account how they affect the team.
  • Actively seeks input from team members to define how they will work together.
  • Makes sure the common objective is known and supported by all the team.
  • Works to achieve cohesion and a spirit of cooperation in the team.
  • Involves the team in the decision-making process that may affect all its members. 

People Management and Development

Gives feedback and sets limits

  • Informs and gives feedback about results achieved by the team.
  • Individually rectifies ineffective behaviour through constructive feedback.
  • Acknowledges the positive performance of his/her collaborators, using suitable techniques for the follow-up appraisal.
  • Manages any discrepancies between team members’ expectations and the reality of their situation.
  • Is approachable and makes time for all team members. 


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