Hr Administration Assistant

Execute human resources  administrative tasks in order to ensure legal compliance  and perform secretarial administrative activities  to ensure efficient administrative support to MSF office staff  according to the instructions of the supervisor and MSF rules and protocols. More specifically: Prepare employment contracts in conformity with legal requirements including specific amendments when necessary. Enter data into the HR database and personal files and keep them up-to-date in order to facilitate HR processes management. Draw up monthly pay slips for all staff, editing and updating the necessary data, in order to ensure the punctuality and accuracy of staff payroll. Draw up the final pay slip and employment certificate at the end of a contract in order to meet legal requirements while defending MSF ’s interests. Follow up 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. Assist the administration manager in the prevision of monthly treasury and planning in order to ensure the coverage of daily needs, advances on salaries, payroll, etc. Make all administrative information available to the staff (posting, meetings, etc.) Register applicants to training activities. Assist the Administration manager in organizing travel and files of all Staff arriving/departing the Mission, booking and purchasing plane tickets and organizing briefings / induction. Ensure staff travelling through the capital is picked up, has appropriate papers and a place to stay Supervise office and housekeeping staff Support the Administration Manager in translating documents. Assist the Administration Manager in meetings upon request. Write and/or check official letters, reports and other documents related to the Mission Arrange and confirm appointments, keep a diary of absences, meetings and holidays up to date. Maintain a call register (incoming and outgoing) informing the individuals about the calls received during his/her absence. Take and prepare minutes of meetings. Manage all incoming /outgoing mail/packages/faxes, ensuring a proper registration and delivery to internal or external recipients. Monitor the person in charge of the mail and check the receipts, as well as the courier company and perform billing for services rendered. Manage office stationary supply and place orders on time to avoid running out of stock. Supervise and/or perform the printing of copies and binding of documents. Welcome guests and visitors, ensuring that the reception area is in good, clean condition Help to organize internal and external events (meetings, presentations, etc) in sending invitations, ordering the catering, arranging accommodation, etc.