The Human Resources
and Administration Officer directly supports the Human Resources Coordinator
and operates within the HR Management framework, respecting internal rules and
procedures.
The responsible person assures an appropriate quality of work within the HR Management cycle. The Human Resources and Administration Officer is in charge of administrative issues for international staff and national staff at Mission level
• Ensure proper follow-up of HR administration related to National Staff in general and to international staff arrivals/departures and stay.
• Take responsibility for all correspondences and file administrative documents
• Local training: ensure the administrative management of the training (venue, list of participants, location, transportation of trainers, availability of materials needed for training), with the support and supervision of the HRCO.
• Make sure all staff has the appropriate contract and personal files are kept up-to-date at all time
• Guarantee that personal files of all staff are administered with appropriate quality including Homère. (CV, motivation letters, employer certificates, diplomas, certificates of physical aptitude, family status, national identity card...).
• Make sure all main HR documents are available, translated and understood by staff at all levels
• Ensure all national staff has an evaluation up to date (check in Homere). Report to his/her direct supervisor any delay in evaluations.
• Monitoring overtime and drawing the HRCO's attention to any practices that fail to conform to MSF's policies.
• Help managers to draw up an annual holiday plan according to staff requests and staffing needs in the different departments/activities
• Draw contracts and amendments following HRCO's decisions: ensure they are in 2 languages (Arabic & English mandatory)
• Update Homere accordingly.
• Report end of contracts to the HRCO and LogAdmin. answer day to day questions from the staff
• Receiving newly recruited personnel, presenting them with their contracts and any policy documents relating to the staff coverage. This is for the coordination staff, as for the field it must be done by the field admin - assistance may be provided by the capital during busy times.
• Provide the field with technical support on Homère.
• Ensure that the data base is correctly used and filled in and that the staff files are complete (especially the documents attached: evaluations, job descriptions, etc.).
• Consolidate the different project's data, prepare and carry out the monthly dispatch.
• Carry the payroll verification checks needed and giving the field feedback on any changes and updates.
• Close the month in Homere, and start the process of sending the monthly Homere sending to the HQ ( this contains sendings of all field including the capital).
• Check entitlements to paid holiday and enter the variable salary data on Homère.
• Before the employee receives his/her settlement, they must do an income tax clearance, based on the special income tax clearance, which must be prepared by the HR & Administration Manager. The copy from the clearance is filed in the income tax box file.
• Ensure employee returns all MSF related items such as health insurance cards, forms, uniforms, phones, ID cards and keys
• Remove employee from health insurance policy
• Ensure correct and complete information are gathered administratively about all candidates (Resume, Personal information, contacts, references)
