HR Operations Manager

  • Contractor
  • Italy
  • TBD USD / Year
  • Médecins Sans Frontières profile




  • Job applications may no longer being accepted for this opportunity.


Médecins Sans Frontières

In 2020 MSF OCB has handed over the responsibility for the implementation of their Operations in Italy to MSF Italy. To handle the new projects, MSF Italy has established a new Department of Programmes, composed by a Humanitarian Affairs unit, a Medical unit and an Operations unit which includes the projects.

Within the areas of potential intervention, MSF Italy has identified operational needs in Rome with a focus on the marginalized migrant women in informal settlements, and in Palermo metropolitan area with a focus on migrant victims of intentional violence (ViV).

The HR Operations Manager is a member of the HRHQ team and coordinates with the HR Programmes Coordinator to provide operational support to the Programmes Department. The HR Italy Operations guarantees the HR management and legal and administrative support to operations in Italy in compliance with the OCB standards and in line with the Italian legal context. Legal and administrative expertise and final responsibility are centralized in the MSF IT HR HQ unit.

In 2022, the Programmes Department will undertake a process of revision of governance and processes due to an internal reorganization and to a larger Field Recentralization Process.

Responsibilities

Scope, reporting and accountability lines

  • Is responsible for ensuring the implementation of Human Resources policies at project level and the correct Administrative Management of all staff working in the project (National, International, Regional, etc).
  • Reports hierarchically to the Head of HR, MSF Italy HQ and functionally to the HRCO Operations.

Main tasks and responsibilities

The Operational unit concerns the Operations in Italy, which means the two regular projects – Palermo and Rome – and the emergency projects when occurring.

The HR manager dedicated to MSF Italy Operations will the following main responsibilities:

Administration:

  • Ensure administrative compliance, elaboration/renewal and follow up of contracts for project staff in close collaboration with HR HQ referents and SLAFs in the projects.
  • Providing administrative documents to project staff when requested (work certificate, etc)
  • Ensure the activation/extension and follow up of insurances (Assicurazioni Generali + RC Professionale) for all project staff in close collaboration with the Risk manager of MSF Italy.
  • In close collaboration with the HR Operations Coordinator prepare the payroll file, ensuring that all data related to the monthly salary calculation of national employees of the project are correctly entered in the Personnel file (days off, unpaid leaves, sick leaves, overtime, salary advance, etc.), in order to ensure on time and accurate salary payments.
  • Ensure an efficient filing system (physical and electronic files) of all administrative files of the projects, granting strict confidentiality of employees’ personal files and other administrative private documents.
  • Ensure the administrative follow up of work medical visits for project staff and of attendance to security at work trainings.
  • Answers to administrative questions from SLAF managers
  • In close collaboration with the HR HQ referent, is responsible for the administrative validation of on call staff.
  • In collaboration with the medical referent of MSF Italy, is responsible to ensure that all project staff (and on call staff) have the medical greenlight.
  • Ensures the monthly update of the contact list and organisation chart
  • Focal point for ticket restaurant and payroll app issues for MSF Italy Operations

Recruitment:

  • Is responsible of national staff recruitment for project profiles from level 6 to level 8 according to MSF standards and policies.
  • Supports SLAF Managers in the use of icims recruitment platform.
  • Ensures compliance of job advertisements on MSF Italy website for the Programmes Department.
  • Focal point for icims news, training, system updates for Programmes Department.
  • Ensures that all the recruitment files are updated at a coordination and project level.

Induction:

  • Ensures that all project staff (National, International, Regional, visits, etc.) is properly briefed and/or inducted: ensure the organization of briefings/debriefings at coordination level for all newly recruited staff.
  • Ensure that first time MSF staff are duly inducted through the Welcome to MSF
  • Ensure that all newly recruited project staff has received and signed the JD
  • Briefs every newly recruited staff on the administrative part concerning contract, insurance, ect.

Development:

  • Follows up the evaluation process for the projects and ensure that evaluations are done in a timely manner according to MSF standards and procedures.
  • Supports projects line managers/SLAFs in the definition of the objectives for staff projects

Movements:

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

Other:

  • Supports the local volunteers group referent in the HR management part (such as HRM of intercultural mediators, creation of an on call pool of ICMs, etc.)
  • Is the back up, when requested and necessary, of the SLAFs in the projects.
  • Contributes to HR reporting
  • Participates to weekly Programmes Department meetings and monthly project’s meetings for Rome and Palermo.

Qualifications

Education:

Preferred degree in HR management, Business Administration and legal related studies.

Experience:

Desirable MSF working experience

Essential previous experience of at least 2 years in a relevant and similar position

Desirable: knowledge of employment law and administrative practices in Italy

Languages:

Essential fluency in Italian (C1/B2) and in English (B2).

Knowledge of French is an asset

Competencies:

• Strategic vision

• Leadership

• People Management and development

• Planning and organizing

• Teamwork and cooperation

• Stress management

Conditions

Contract: Fixed term contract (12 months), Full-time. Level II of Italian CCNL of Commerce. Candidates should hold a work permit to work in Italy.

Gross Annual Salary: Euro 30,431 and Euro 36,518, depending on MSF experience of the selected candidate.

Duty Station: Based in the MSF Italy Rome office, with potential travelling to the field.

Compensation and benefits:

  • Health Insurance: health insurance will be granted through the Italian National Health Care System plus an extra medical insurance (Sanimpresa) which covers medical costs.
  • The staff will be entitled to a luncheon voucher worth €5 for each day worked for the entire period of his/her contract.
  • Accommodation: MSF provides accommodation in the form of collective housing (shared accommodation with a contribution of 250 euro) or through an installation fee (una tantum) of 1,000 euro.
  • Transport: MSF will cover a round trip ticket at the beginning and at the end of the contract and an additional round trip ticket will be paid by MSF between the place of domicile and assignment location every 12 months of contract for non-Italian residents.

How to apply

https://hqcareers-msf.icims.com/jobs/1148/hr-operations-manager/job?hub=9


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