HR Assistant

MAIN OBJECTIVE OF POSITION

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 (Homere) and personal files to facilitate HR processes management.
•  Updating Social security and Tax employee’s data 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.
•  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 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 Project HR Manager
• Alongside HR Manager, ensure MSF policies & procedures, HR guidelines and Internal Regulations are implemented and adhered to.
• Support and assist the Project HR manager to handle the employees’ HR issues (NSSF/Medical insurance/ payroll accounts/ taxes)
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• Monthly revision and close monitoring for all the hospital rosters in order to ensure adherence to mission working hours framework and give guidance to supervisors. Report any deviations to the HR Manager.
• Focal point of Homere (HR Software) in the project level, keeping the database up to date.
• Responsible of preparation first version of the monthly payroll (including advances), in accordance with the official documents presented to HR department (attendance sheets, overtime requests, rosters, and leaves requests), and report any advise to HR Manager.
• Support processing the payment to suppliers/ consultants (rent for lease, utilities bills etc.) and keep the files update with receipt and follow up.
• Facilitate the HR different trainings and support other departments in other relevant staff development programs.
• Participate and support the recruitment process as per the request of the HR Manager, (shortlisting, supervision of tests, communication with candidates, support in interviews etc.).
• Conduct onboarding of newly recruited employees (contract, JD, IR, Organigram, set up of the project etc.).
• Assist in the monthly HR reporting (HR monthly report - LnD Monthly report – Service agreement monthly summary).

SKILLS AND QUALIFICATIONS:

Education

• Essential diploma or professional qualification in accounting / finance / business / administration.

Experience

• Essential Minimum 2 years of working experience in relevant jobs.
• Desirable relevant experience in MSF / or other NGOs

Knowledge

• Essential Computer skills (good command of MS Office, in particular Excel and Word) with Writing capabilities
• Essential knowledge in Local Labour Law

Languages

• Fluent in English and Arabic (written and spoken)