Personnel Administration Manager ( Gap Fill)

Main Purpose

The Personnel Administration Manager (PAM) is responsible of ensuring that MSF is a Responsible employer in the mission, supports proper management of HR across the board and assumes full responsibility of all Administrative and legal issues in the Mission.

Accountabilities

• Know labour legislation in force in mission 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;
• Know all MSF policies, procedures, tools, standards and principles regarding all staff’ (national, international, regional, etc.) working conditions, benefits and remuneration, job profiles and function grids, health coverage, etc., adapts them to the Mission reality and ensures an equitable, efficient, transparent, fair and accountable implementation by all relevant staff throughout the Mission.
• Is responsible for the proper implementation and follow up of internal regulations and terms of employment contracts of all national staff, ensuring that all staff is employed in the frame of fair labour conditions, and according to local legislation, MSF HR vision, values and principles.
• In close collaboration with HRCo, ensures regular administrative meetings with all staff throughout the mission take place in order to ensure they are aware and respect their rights and duties and to inform them of any change in Labour legislation and general employment framework which may affect them (i.e. legal amendments, changes in local practices, new HR-Admin policies or procedures, amendments to Internal Regulations, etc.).
• Is responsible to ensure that all functions and job profiles at Mission level meet with the Mission’s function grid approved by HQ and are aligned with MSF Standard Job Profiles and Function Grid, and that any new function or amendment to an existing one (including significant changes in responsibilities and/or mixing existing functions) are requested in advance to HRCo and HRO/REHUCO for previous validation by HQ. Identifies deviations and shares them with HRCo in order to draw an action plan in case corrections are needed/convenient.
• Is responsible to ensure that National Staff remuneration (salary, post adjustments, compensations, final settlements, etc,) and benefits (holidays, leaves, social coverage, health coverage, etc.) meet with the Mission’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 Mission level, checks that monthly declaration forms for taxes and employee/employer social security contributions are correct and sends them to the Financial Department. .
• Informs HRCo in case a legal risk is detected within her/his area of responsibilities and suggests actions to take in order to prevent it. Follows up employees’ claims and keeps HRCo informed at any time.
• Ensure that MSF, as an employer, as well as all MSF employees comply with safety and risk prevention measures as stated by local legislation and/or MSF standard policies and procedures..
• Ensure an efficient filing system (physical and electronic files) of all administrative files at Mission 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.
• Know Homère in depth and ensure a proper parameterization, use of the system and quality of data throughout the Mission, being her/himself the Missions’ technical reference in absence of a person specifically in charge of the system.
• Ensure, in close collaboration with HRCo and Logistics department, that all international and internal movements in the Mission are properly managed (visas, 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.

MSF Section/Context Specific Accountabilities

• Contract Management and Compliance:

provide guidance on contract modalities ensuring alignment with HR guidelines on a case by case basis; ensure timely updates and compliance with contractual agreements.

• Employee Registration and Termination:

Close Follow up with the HR Assistant in Coordination regarding registration of New employees  and termination of staff in NSSF.

• Payroll Validation, System Management and Tax administration:

Validate payroll across all missions to ensure accuracy and compliance.

Preparation of monthly payroll for submission to the auditor

Follow up NSSF contribution payment with the auditor on monthly basis and Income Taxes payments on Quarterly basis.

• Collaboration with the auditors and Legal Compliance:

Maintain close collaboration with auditors to ensure financial accuracy and compliance.

Oversee the annual renewal of legal documents, working closely with legal advisors.

• Insurance Management:

Coordinate the renewal of insurance policies in collaboration with HRCO, Supply CO, and Med CO on yearly basis.

Manage staff insurance registration and cancellations, ensuring monthly verification of billing accuracy.

• Lease Agreements:

Support projects in drafting, reviewing, and validating lease agreements.

Manage lease agreements at the coordination level, ensuring timely payments and updates in collaboration with the HR Assistant.

Monitor rental exits, municipality registrations and payments.

• Work Permits & Residency Compliance:

Ensure proper follow-up on GSO, visas, residencies, and work permits with HR Assistants

• HR Training & Briefing:

Conduct briefings for new HR Managers, HR Assistants, and HR/Finance Assistants to ensure proper understanding of administrative processes.

• Support/visits to projects, back up for HR Managers in case needed.
• Governmental Decrees & Compliance Monitoring
• Closely monitor governmental decrees, particularly those affecting payroll, and escalate relevant updates to HRCO for appropriate action.

Requirements

Education

Essential - Degree in administration related studies or bachelor’s degree in finance, law or HR management.

Experience

Essential - working experience of at least 3 years in Managerial Role in Human Resources and Admin Department, of which minimum two years in a similar role. Desirable experience with MSF or other INGOs.

Knowledge

Knowledge of Lebanese Labor Law

knowledge of HOMERE is preferred.

Full proficiency of Microsoft Office (Word, Excel, PPT, outlook, etc…)

Language Skills

English and Arabic, French is a plus.

Competencies:                       

• Commitment to MSF’s values.
• Strong ability to produce and analyse HR data.
• Exceptional discretion and confidentiality in dealing with sensitive HR information