Personnel Administration Manager

Introduction about MSF:

Médecins Sans Frontières (MSF) / أطباء بلا حدود  is an international, independent, medical humanitarian organization that delivers emergency aid to people in 70 countries who are 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 and our actions are guided by medical ethics and the principles of neutrality and impartiality.

We offer basic healthcare, perform surgery, fight epidemics, rehabilitate and run hospitals and clinics, carry out vaccination campaigns, operate nutrition centers, and provide mental healthcare. Our activities include the treatment of injuries and disease, maternal care and the provision of humanitarian aid. Where necessary, we set up sanitation systems, supply safe drinking water, and distribute relief to assist survival.

Main Objective of the position:

Personnel Administration Manager 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:

• Knows labour legislation in force in mission country; keep her/himself highly informed of any amendment made in labour legislation, taxation, or any HR compensation and benefit changes by regularly checking legislation sources and flagging to the HR Coordinator immediately (especially in the changing context in the Lebanon).
• 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 HR Coordinator, 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 HR Coordinator and HR Officer for previous validation by HQ. Identifies deviations and shares them with HR Coordinator 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 fulfilment 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 HR Coordinator 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 HR Coordinator 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 HR Coordinator, and ensuring preparedness in case of evacuation.
• Upon request of the HR Coordinator, maintain regular contact with ministries, national administrations, other MSF sections and other NGOs to improve/keep up to date with administrative practices.
• Knows Homère or other payroll systems in depth and ensures 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 HR Coordinator 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.

Education:

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

Experience: 

Working experience of at least 5 years in Human Resources, of which minimum two years in a similar role. Experience with MSF or other INGOs highly desirable.

Languages: 

Fluent in English and Arabic (both written and oral)

Competencies: 

• Commitment to MSF’s values

• Ability to handle stress and function effectively under challenges and in a fast pace environment.

• Excellent organizational skills including creation of detailed work plans and superior time management

• Ability to deliver high quality work on schedule

• Solid written and verbal communication with internal and external stakeholders and ability to adapt communication style based on the interlocutor.

• Ability to anticipate and assess situations accurately and recommend/implement effective courses of action required.

• Strong ability to produce and analyse HR data

• Demonstrates collaborative, inclusive, consultative, and resourceful work style

• Ability to adapt to shifting priorities

• Exceptional discretion and confidentiality in dealing with sensitive HR information