Mena Personnel Administration Manager (Pam)

BACKGROUND Médecins Sans Frontières (MSF) is an international, independent, medical humanitarian organisation that delivers emergency aid to people affected by armed conflict, epidemics, natural disasters and exclusion from healthcare. MSF offers assistance to people based on need, irrespective of race, religion, gender or political affiliation. MSF works in over 70 countries around the world. Our actions are guided by medical ethics and the principles of neutrality and impartiality. In the Middle East and North Africa, MSF works to provide humanitarian medical assistance to populations affected by lack of access to healthcare as well as the current violent conflicts. The two teams – the MENA hub and the Cairo/Beirut Communication hub - both provide regional support to the medical teams and to project managers working in different countries in the Middle East and North Africa.   OBJECTIVES 1)     Is responsible of ensuring that MSF is a Responsible employer, supports proper management of HR and assumes full responsibility of all Administrative and legal issues. 2)     Supervises the accounting of the Mena (accounting, treasury, audit procedures, etc) according to the instructions of the Finance Coordinators, and in compliance with legal obligations and with MSF standards and protocols in order to provide quality, reliable and transparent information to the organization on the use and allocation of resources in the Mena. Is responsible for quality and timely accounting for the finances of the MENA teams: cash procedures, bank accounts, paper accounting (receipts and support documents), electronic data-entry, consolidation of overall accounting, monthly closing process and documents HR Accountabilities Know labour legislation in force in the country; keep her/himself 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 Implement all MSF policies, procedures, tools, standards and principles regarding all staff working conditions, benefits and remuneration, job profiles and function grids, health coverage, etc… Is responsible for the proper implementation and follow up of internal regulations and terms of employment contracts of all staff Is responsible to ensure that all functions and job profiles at team level correspond with the function grid approved by HQ and are aligned with MSF Standard Job Profiles and Function Grid, Is responsible to ensure that  Staff remuneration (salary, post adjustments compensations, final settlements, etc,) and benefits (holidays, leaves, social coverage, health coverage, etc.) meet with the country office’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 fulfillment of national legislation regarding employees’ taxes and social security at country level, checks that monthly declaration forms for taxes and employee/employer social security contributions are correct and sends them to the Financial Department Follows up employees’ claims and keeps HRCo informed at any time. Inform Hrco if any legal risk is detected within her/his area of responsibility Ensure that MSF, as an employer, as well as all MSF employees comply with safety and risk prevention measures as stated by country legislation and/or MSF standard policies and procedures Ensure an efficient filing system (physical and electronic files) of all administrative files at MENA teams 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. Responsible for the implementation of the internal HR system: Homère Ensure, in close collaboration with HRCo and Logistics department, that all international and internal movements in the Mena are properly managed (visas, travel insurance, 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 Is responsible for contacting and ensuring activation of those MSF policies that apply for travel to high-insecurity contexts, such as security briefings, and evacuation procedures   Admin Assist the team leaders and supervisors to draw up annual holiday planning and manage the MENA teams’ calendar Together with the team coordinators, support in implementing the internal communication policies and practices,  in order to boost staff’s knowledge and active participation to MSF’s goals In close collaboration with the team coordinators and the HRCos, apply the administrative procedures part of any Memorandum of Understanding (MoU) in force between local partners (eg. an academic institution, a training institute, or Ministry of Health, etc.) and MSF.   Finance Oversee the monthly closing of accounts and balance sheet, inform the superior about it for its consolidation, with the aim that the statement reflects the financial reality of the MENA teams. Ensure strict respect of deadlines Responsible for quality and timely accounting: both paper accounting (invoices and receipts, required support documents and proper audit trail), electronic data-entry (encoding in the accounting software), including consolidation and archiving of the accounting journals for the MENA teams Ensures that the procedures governing money management are properly followed, Oversees the payment of tax liabilities in order to comply with legal obligations. Pays Per diems when needed for MENA team staff and for visitors   Office Management Oversees all infrastructure and service provider contracts Ensures timely reporting and support to the missions’ Finance staff for payments of the teams’ infrastructure, such as office space and telecommunication Oversees and with mission HR and log department ensures the relevant support for efficient running of office space, including facility maintenance, office cleaning and support for electricity, water and internet     Ensures availability of office supplies and other interior items required for the office space   Qualifications Education: Degree in finance, management (business, HR) or administration. Experience: Working experience of at least two years in relevant and similar job, with a preference for working experience with MSF or other NGO. Language: Fluency in English and Arabic   Others: Commitment to assisting people in need Highly organized with proven experience from project management, with ability to handle multiple priorities at a time Strong interpersonal, intercultural, and communication skills Pro-active and resourceful, results oriented Collaborative, constructive, team oriented Flexible work approach and flexibility to undertake occasional travel