Médecins Sans Frontières (MSF) is an independent international medical humanitarian organization 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.

Main Purpose

Execute administrative, HR and legal related tasks to support the coordination HR Department following MSF standards and procedures, in order to ensure legal compliance and to realize the HR capacity required to achieve the overall mission objectives under the HR Coordinator’s supervisor. 

Accountabilities

•             Under supervision of the PAM 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 labor and fiscal law compliance

•             Preparing employment contracts in conformity with legal requirements including specific amendments when necessary in order to ensure local labor and fiscal law compliance.

•             Preparing monthly pay slips for all staff, editing and updating the necessary data, in order to ensure the punctuality and accuracy of staff payroll.

•             Following up of all expiring rental contract dates and inform the PAM/Deputy HRCo 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 HRCo/DHRCo in translating documents into local language and assisting in meetings upon request.

 Additional HR/ Admin tasks delegated by the HRCo/DHRCo. 

MSF Section/Context Specific Accountabilities

·        Supervises cleaners and cooks in the office and guesthouses.

·        Ensure all the office and guest house rooms including toilets and showers are well cleaned and equipped with the necessary materials like toilet paper, hand washing soap, other detergents used for toilets and etc.

·        Facilitate, organize and follow the accommodation for national staff who come from the projects, international staff and visitors and make sure all the necessary materials are in the room.

·        Make periodic inventory for kitchen utensils and materials to identify the missing, broken or obsolete and take the necessary measures

·        Follow the movement table everyday and update the movement follow up table for air port pick-ups and drop-offs in the absence of the admin transit.

·        Prepare and send flight booking request for the staff departing from/coming to the project and ensure the passenger/s receive the flight ticket on time as need.

·        Support the Coordination HR unit with preparing new vacancy announcements, collecting and organizing the application documents and inviting the candidates for written test and interview.

·        Organize the written test or interview room in consultation and collaboration with Logistics Unit.  

·        Managing office stationery supply, guest house hygiene items, place orders on time to avoid running out of stock.

·        Draft memos and letters when requested by his/her line manager and also translate to local language when needed.

·        Responsible for all clerical and administrative related tasks.

Perform other HR tasks as necessary. 

Job Requirements

Education

•             Desirable HR, business or administration related degree.

Experience

•              Essential previous working experience of at least two years in relevant jobs.

•              Desirable experience in MSF or other NGOs in developing countries.

Languages                         

•                            Mission language and local language essential

Knowledge

•         Essential computer literacy (word, excel, internet)

Competencies

•              Results and Quality Orientation L2

•              Team work and Cooperation L2

•              Behavioural Flexibility L2

•              Commitment to MSF Principles L2

•        Stress Management L3

How to Apply

All applicants should send a CV, a cover letter, educational records, work certificates and a copy of national ID.

Application can be submitted/sent by email: msfocb-addis-recruitment@brussels.msf.org (please indicate on the subject box: the vacancy title and your name)

Posting date: 13/04/2023

Closing date: 22/04/2023

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.

Copies of CV + supporting documents are non-returnable. Phone calls are not allowed.