Médecins Sans Frontières / Doctors Without Borders (MSF) is an international humanitarian organization providing assistance to populations in distress, to victims of natural or man-made disasters, and to victims of armed conflicts, irrespective of race, religion, creed, or political convictions. MSF observes neutrality and impartiality in the name of universal medical ethics and the right to humanitarian assistance and claims full and unhindered freedom in the exercise of its functions.

Vacancy Notice 

MSF – Belgium is recruiting

PERSONNEL ADMINISTRATION MANAGER

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 is a plus

Experience: Working experience of at least two years in administration
Desirable managerial experience

Knowledge:  

English B2 level 

Legal- Master Level

• Able to analyse 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 advice of legal adviser in HQ if necessary

Administration Management –  Master

• Able to plan and execute plans
• Have structure of all administrative tools and template and to give guidance of usage and update when needed
• Knowledge of all MSF policies and update them according to context

   IT HR Tools – Master

• Able to check the quality of and analyses 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

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

Competencies:

Commitment to MSF’s Principles – L2

Demonstrates loyalty, awareness and respect for MSF’s values

Behavior Flexibility – L2

Adapts behaviour to the needs of the situation

Results and Quality Orientation – L3

Improves performance and sets ambitious and realistic goals

Teamwork and cooperation – L3

Encourages, engages and motivates people to work as a team

People Management and Development – L2

Gives feedback and sets limits