Personnel Administration Manager

Background

Médecins Sans Frontières (MSF) is a leading international independent medical humanitarian organisation, dedicated to providing expert medical relief to vulnerable populations at times of conflict or disaster. In over 71 countries worldwide, MSF provides both life-saving emergency relief and longer-term assistance to make basic healthcare services available to the most vulnerable or excluded communities. MSF Nederland in Italy coordinates the Search and Rescue operations in the central Mediterranean which provide lifesaving activities and basic assistance operating with the Geo Barents ship.

Scope and objectives of the position

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.

Main responsibilities

• Know and keep her/himself informed on mission country’s labour legislation, is responsible for the implementation of Internal Regulations and terms of employment contracts of National Staff, according to local legislation, MSF HR vision, values and principles;
• Know all MSF policies, tools, principles, etc. regarding all staff, adapts them to the Mission reality and ensures an equitable, efficient, transparent, fair and accountable implementation by all the mission staff;
• Responsible to ensure that NS remuneration and benefits meet with the Mission’s salary grid validated by HQ, IR and HR policies, ensuring MSF acts as a responsible employer at any time;
• Ensures fulfilment of national legislation regarding employees’ taxes and social security at Mission level and checks that monthly declaration forms for taxes and social security contributions are correct, in close coordination with the Financial Coordinator;
• 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 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;
• Knows MSF HR Database (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.

Specific Accountabilities

The SAR project is atypical in many aspects. The team on the ship is composed of 20 people, 12 people are on shore (4 in Augusta and 8 in Rome), 8 of them are National Staff.

Turnover on the ship is high, less than 3 months (2 rotations) for most of the positions and requires a close follow-up and good planning and organizational skills.

Even if the mission started in 2021, it is still on a start-up phase, some policies are under constructions and the dynamics and set-up of the mission is not yet fully defined, the Personnel Administration Manager should be flexible, pro-active and problem solving.

• Is responsible for the recruitment, the management and the planning of the SAR team which includes STL / DPSTL / SAR Advisor / SAR Technicians; keep the recruitment and all other policies concerning the SAR Team updated;
• Planning the set-up of the team for each rotation taking into account the competencies and specificity of each candidate in collaboration with STL, DSTL and PC;
• Keeping the SAR pool update ensuring availabilities and backup for each rotation and staying in contact with all the candidates to update about our operations and get ready for the following rotations;
• Being the focal point between MSF and the crewing agency in charge of the SAR Team contracting;
• Following-up on Learning and Development training for the SAR crew according to MSF policy;
• Follow-up with management of NS and being the focal point between MSF and the labour consultancy agency in charge of payroll preparation;
• Update MSF HR tool system and make sure all the information/parameters are correct and in line with the files received from labour consultancy agency;
• Following-up the relationship and the contracts with third parties related to NS contract (such as Health Insurance Company, Ticket Restaurant provider, etc.);
• Following-up NS recruitment process and being the focal point for any HR issues.
• Being informed and up to date with the Italian labour legislation and any amendment made in labour legislation by regularly checking legislation sources and/or regularly meeting with lawyer, other local authorities at this level.
• Following-up with Learning and Development training for the SAR crew on shore according to the L&D policy in the project.

Although this is a shore-based position there might be a small need to go on board when the ship is in port.

Requirements

Education: Degree in administration related studies

Experience: At least two years in administration and previous experience in HR, preferably in Italy

Languages: Fluent English speaker C1 level – Preferable Italian speaker B2 – C1 level

Knowledge: Essential computer literacy (Word, Excel, internet)

Competencies: Results and Quality Orientation, Teamwork and Cooperation, Behavioural Flexibility, Commitment to MSF Principles, People management & Development, Flexibility, Able to work under pressure, manages well the stress and very intense periods during port call.

Conditions

Contract: Fixed term contract (6 months), full-time. Level 2 of Italian CCNL of Commerce. Candidates should hold a work permit to work in Italy.

Gross Annual Salary: Between 31.192 Euros and 33.064 Euros, depending on the MSF experience of the selected candidate.

Duty Station: Based in the MSF Netherland Augusta (SR) Sicily office.

Start Date: 1st February 2023