Personnel Administration Manager

Thank you so much for your interest to MSF!

Medecins Sans Frontieres (MSF – Doctors Without Borders) is an international humanitarian aid organization that provides assistance in more than 60 countries to populations in distress, to victims of natural or manmade disasters, and victims of armed conflicts, without discrimination and irrespective of religion, creed or political affiliation. To develop this work from the Jerusalem district, we are recruiting a:

PERSONNEL ADMINISTRATION MANAGER

Main Purpose

Is responsible of ensuring that MSF is a Responsible employer in the mission, supports proper management of all HR tasks and policies across the board and assumes full responsibility of all Administrative and legal issues in the Mission.

Supporting the HR Coordinator (HRCo) through delegated tasks and responsibilities including administrative tasks related to the coordination of work, ensuring good relationships with local and national authorities according to MSF protocols and country law.

We expect you to share our humanitarian values to offer assistance to people based on needs and irrespective of race, religion, gender or political affiliation. In MSF we treat our beneficiaries with dignity, and with respect for their cultural and religious beliefs.

Accountabilities 

• Know labour legislation in force in mission country; keep yourself 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 Local Hired 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 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 Local Hired 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 fulfilment 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 Homere in depth and ensures a proper parameterization, use of the system and quality of data throughout the Mission, being yourself 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.

This job description may be amended in line with the activities or evolution of the Mission.

Jobs.ps, Ltd. All Rights Reserved.

Education:

• Essential: Degree in administration related studies.

Experience:

• Essential: Working experience of at least 2 years in administration at the same level as this position
• Essential: Fluent in spoken and written English
• Essential: Good and proven management skills
• Essential: Very will structured and organized

Languages                    

• Essential: Fluently in English orally and in writing
• Essential: Local language

Knowledge

• Essential computer literacy on a high user level (Word, Excel, PowerPoint, SharePoint, OneDrive, etc.). Have the capability to learn new digital platforms very fast by self-studying.

We require all applicants to write a Cover Letter containing an introduction of yourself, explaining why you are applying for the position, and explaining why you think you are suitable for the position. Failure of submitting this letter would make the application invalid and the application would not be considered.

All documents of application must be in English.

Please submit your CV and a Cover Letter including aforementioned instructions in English

Personnel Administration Manager

The deadline for application is 6/1/2024.

Only short-listed candidates will be contacted for technical test and interview.

All the steps of the recruitment will be done in ENGLISH.

In order to submit your application via Google Forms, you must have a G-MAIL account. If you do not have one, you must create a G-MAIL Account.