Internal/External vacancy announcement

Médecins Sans Frontières (also known as Doctors without Borders or MSF) is a private, non-profit, international humanitarian medical organization that intervenes in emergencies and crisis situations to relieve human suffering resulting from unmet medical needs. MSF observes strict neutrality with respect to politics and provides its assistance without discriminating on the basis of race, religion, ideology, or political affiliation. MSF’s members are required to respect humanitarian principles and principles of medical ethics at all times.

 MSF Holland is looking for: HR Assistant

 ·         Place of work: Addis Ababa·         Terms of employment: One year with possibility of extension·         Remuneration and Benefits:·         Medical Cover: Asper the Organization Policy-          Starting gross salary:   23,480.00 ETB         -          Transport Allowance: 2,200.00 ETB·         End date  of  application: 18 September 2021

 Main Purpose Execute administrative, HR and legal related  tasks to support the Project HR  Manager following  MSF standards and procedures, in order to ensure legal compliance and to realize the HR capacity required to achieve project objectives

•  Accountabilities   Under supervision of the Project HR Manager managing personal files in order to ensure accuracy, compliance and on time payments. Updating the HR database and personal files to facilitate HR processes  management. Updating Social security & Tax office files in order to meet legal requirements including specific amendments when necessary in order to ensure local labour and fiscal law compliance Preparing employment contracts in conformity with legal requirements including specific amendments when necessary in order to ensure local labour and fiscal law compliance. Following up of all expiring rental contract dates and inform the Administration Manager in order to leave enough time to arrange a renewal or look for some other alternative. Making all administrative information available to the staff (posting, meetings, etc.), supporting  the Project HR Manager in translating documents into local language and assisting in meetings upon request. Additional HR/ Admin tasks delegated by the P MSF Section/Context Specific Accountabilities  ADMIN/HR Team Support   Ensuring the administrative rules are adhered by the project staff, in close collaboration with the Admin Supervisor,

•     Ensure that all travels from field – project are organised and communicated with the coordination.

• Assist department heads and supervisor in the drafting of their annual holiday plan and follows up the balance of outstanding leaves in the project and anticipates when necessary.

• Make the administrative follow-up of staff sick leave, annual leaves and other and ensure all documentation is completed timely and according to the procedures.

• Recruitment and introduction Support the project in recruiting people:

• Collect applications and make practical arrangements for the interview/test.     Assist in translation when needed.

• Ensure that all new employees are  sufficiently briefed by all departments and make general admin briefing on HR policies for all new employees. Contract Management & Payroll

• Ensure that all staff administrative files are completed, updated and kept according to procedures; guarantee their proper filing and confidentiality of the employees’ personal data.

• Ensure registration/cancellation of employees into the pension scheme.

• Follow up of the clearance procedures of end of contract employees.    

• Distribute and explain pay slips when questions arise in the field.

• Preparation of daily workers payments according to the seconded staff regulations.

• Expat compound management, room allocations and making sure the accommodation is well maintained in terms of kitchen arrangements, cleaning and lining arrangements

• Assisting in translation of memos, staff questions, official meetings etc.     Supervision of domestic cooks and cleaners

• Liaises with Project HR/Admin to ensure all employees have valid MSF ID cards.

• Keep information updated on NS Training, record trainings done in order to be able to provide accurate information at any time.

• Make sure all admin documents are easily available in sufficient quantities to facilitate admin procedures (leave forms, employee file forms, …)

• Facilitate payment for routine office expenses for daily operations

• Assist the HR department in any other files as per the needs.  In absence of cashier, help out with in the finance department. Be the back-up and act as finance officer, as necessary. MSF Section/Context Specific Accountabilities  ADMIN/HR Team Support

• Ensuring the administrative rules are adhered by the project staff, in close collaboration with the Admin Supervisor,

• Ensure that all travels from field – project are organised and communicated with the coordination.

• Assist department heads and supervisor in the drafting of their annual holiday plan and follows up the balance of outstanding leaves in the project and anticipates when necessary.

• Make the administrative follow-up of staff sick leave, annual leaves and other and ensure all documentation is completed timely and according to the procedures.

• Recruitment and introduction Support the project in recruiting people:

• Collect applications and make practical arrangements for the interview/test.     Assist in translation when needed.

• Ensure that all new employees are  sufficiently briefed by all departments and make general admin briefing on HR policies for all new employees. Contract Management & Payroll

• Ensure that all staff administrative files are completed, updated and kept according to procedures; guarantee their proper filing and confidentiality of the employees’ personal data.

• Ensure registration/cancellation of employees into the pension scheme.

• Follow up of the clearance procedures of end of contract employees.

•    Distribute and explain pay slips when questions arise in the field.

• Preparation of daily workers payments according to the seconded staff regulations.

• Expat compound management, room allocations and making sure the accommodation is well maintained in terms of kitchen arrangements, cleaning and lining arrangements.

• Assisting in translation of memos, staff questions, official meetings etc.     Supervision of domestic cooks and cleaners

• Liaises with Project HR/Admin to ensure all employees have valid MSF ID cards

• Keep information updated on NS Training, record trainings done in order to be able to provide accurate information at any time.

• Make sure all admin documents are easily available in sufficient quantities to facilitate admin procedures (leave forms, employee file forms, …)

• Facilitate payment for routine office expenses for daily operation

• Assist the HR department in any other files as per the needs.  In absence of cashier, help out with in the finance department. Be the back-up and act as finance officer, as necessary.

Job Requirements

Education

• Essential diploma in Human Resources Management or Business Administration or relevant studies/TVET Level 4 with Competency Certification (COC) or recognized formal training

Experience

• Previous relevant work experience required (minimum 2 years experience)Desirable in MSF or other NGOs

How to Apply

Interested applicants should submit their non-returnable CV and application letter via CLICK HERE

Please note that we only contact short-listed candidates.