Job Description

Médecins Sans Frontières (MSF) is an independent international medical humanitarian organisation that delivers emergency aid in more than 70 countries to people affected by armed conflict, epidemics, natural or man-made disasters or exclusion from healthcare. For more info visit. Msf.org

MSF-Belgium has the following vacant position: 

Title: HUMAN RESOURCE COORDINATOR ASSISTANT

Place of Work: Addis Ababa.

Contract duration :   6 months with possibility of extension

Salary:  As per the MSF salary scale

Main Purpose 

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

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.
• Ensure proper documentation and drafting letters expat related to work permit, residence permit and NGO visas_
• Movement planning (IS & NS)
• 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.
• Supervision of admin staff (cook and cleaners)
• •Managing office stationery supply, guest house hygiene items place orders on time to avoide running out of stock.
• Movement planning (IS & NS)
• Ensure proper documentation and drafting letters expat related to work permit, residence permit and NGO visas_
• Execute administrative and legal related tasks, under supervision of the Administrator Manager, checking payroll calculations and updating personal files in order to ensure accuracy, compliance and on time payments
• Follow up all expiring rental contract dates, preparation of monthly rental fee and inform the Administration Manager in order to leave enough time to arrange a renewal or look for some other alternative
• Make all administrative information available to the staff (posting, meetings, etc.)
• Support the Administration Manager in translating documents into local language. Assists the Administration Manager in meetings upon request.

Job Requirements

Education

• Desirable, degree in finance, business or administration related studies

Experience  

• Essential, working experience of at least two years in relevant jobs. Desirable experience with MSF or other NGOs in developing countries
• Experience in drafting letters and processing for work permit, residence permit and NGO visa is an asset

Languages             

• Mandatory: good command of both English and Amharic 

Knowledge 

• Computer proficiency in MS Excel, Word & Internet
• Excellent communication and diplomatic skills, including writing skills 

Competencies

• Strategic vision
• Leadership
• People Management & Development
• Service Orientation
• Teamwork & Cooperation.

How to Apply

Candidates are invited to submit their applications via email: msfocb-addis-pam@brussels.msf.org

Note: Indicate on the subject box: the vacancy title and your name. Phone calls are not allowed.

Posting date: 03/03/2022

Closing date: 08/03/2022

MSF Belgium promotes the EQUITY, DIVERSITY & INCLUSION.

We strongly encourage women and people with reduced mobility (able to work in remote places) to apply.

Incomplete applications will not be accepted. Please note that only short-listed applicants will be contacted.