Human Resources Coordinator Assistant

MSF Spain is looking for a Human Resources Coordinator Assistant in Jerusalem office to help us implement general administrative procedures in order to ensure documentary traceability as well as compliance with local labour and fiscal regulations, under the HR Coordinator’s supervision.

We expect you to share our humanitarian values to offer assistance to people based on need 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

•             Following the HR Co’s instructions, supervise that the internal regulations are followed in the mission in order to ensure both tax and labour regulation compliance

•             Execute recruitment activities ensuring transparency and equity and issuing job offers conveniently in order to meet HR needs.

•             Inform all the new staff on Staff Regulations, HR policies and regulations and/or living conditions in order to facilitate staff integration and their security.

•             Execute, under the HR Coordinator supervision, employee contract related activities (file opening and formal documentation archiving, personal data updating, amendments, termination dates supervision, etc.) in order to ensure legal compliance.

•             Present and explain contract terms and the content of Internal regulation (rights and obligations) to newly recruited personnel in order to ensure legal compliance and local integration.

•             Collect the variable pay slip elements on Homere (paid holidays, sick leave, unpaid leave, etc.) in order to ensure accurate and on time payroll payment.

•             Supervise the payroll process, checking the list of employees and amounts payable (variable pay, taxes, social securities contributions, etc.) in order to ensure accuracy and on time payroll payment.

•             Follow-up cost of living on a regular basis.

•             Register applicants to training activities and help the HR Coordinator to evaluate the results in order to improve return on training expenditures.

•             Support the HR Coordinator to draw up annual holiday planning in order to schedule staff shifts and cover operational needs.

•             Supervise project budget execution in order to detect deviations and recommend corrections.

•             Organizes travel and files of all Staff arriving/departing the Mission, including International Staff documentation (visas, MSF card, Mission Orders, etc.), booking and purchasing plane tickets, keeping / renewing passports and organizing briefings / induction.

•             Ensure that all staff have valid work, stay, travel permits.

•             Ensures staff travelling through the capital is picked up, has appropriate papers and a place to stay.

·        Conducting Daily HR Operations: Ensure the efficient administration of day-to-day HR activities to maintain smooth operational workflows.

·        Stay updated of Israeli and Palestinian Labor Laws: Keep informed about any amendments or updates in Israeli and Palestinian labor legislations, such as minimum wage, taxation, and pension regulations. Guarantee alignment with MSF policies and promptly report any potential risks or necessary compliance adjustments to the HR Coordinator.

·        Prepare employment offers and contracts (including staff contracts, extension, amendments).

·        Facilitate Establishment of Provident Fund Policies: Oversee the timely establishment of provident fund policies for new JSM ID staff within the legal framework.

·        Maintain Personnel Records: Ensure the creation of personnel files for all staff members within one week of their joining, including efficient e-filing practices. Manage and update personnel files regularly with all requisite documents while upholding confidentiality standards.

·        Assist in Recruitment Procedures: Coordinate candidate communications for assessment and interview processes, and manage regret notifications for unsuccessful candidates. Maintain complete and updated recruitment files for organizational transparency and compliance purposes.

·        Facilitate Visas and Permits Applications: Prepare and process visa and permit applications for both national and international staff. Liaise with the HR Coordinator to obtain necessary approvals and diligently follow up on application progress.

·        Manage Office and Residential Supplies: Review requests for office supplies, ensuring efficient utilization of resources from MSF's inventory. Collaborate with relevant personnel, such as cooks and cleaners, to ascertain supply needs and optimize stock management.

·        Prepare the monthly salary sheet following the generation of payslips in Homere, ensuring accuracy and adherence to established protocols. Submit the payroll sheet to the finance department in a timely manner to facilitate salary transfers.

·        Issuing MSF’s ID cards to all new national and International staff to facilitate their movements.

·        Direct management of domestic staff team