DOCTORS SANS FRONTIÈRES Recruitment MANAGER Personnel Administration

Internal / EXTERNAL Job Offer

Médecins Sans Frontières France (MSFF) is an international non-profit humanitarian organization.

Médecins Sans Frontières provides assistance to populations in distress, to victims of natural or human disasters, of belligerent situations, without any discrimination of race, religion, philosophy or politics.

As part of our activities, we are looking for a person to fill the position Personnel Administration Manager based in Bamako (Mali):

Number of positions: 1 CONTRACT : Fixed-term contract (CDD)

Main responsibilities (non-exhaustive list)

• He/she ensures the Legal monitoring of the mission by creating an information network through which he/she will be informed. Research the labor legislation in the country: contact with the labor inspectorate and the ANPE, Directorate General of Taxes, Social Security, collection of information from other NGOs, research updates on labor law ( Orders, decrees, etc.);
• Contributes to the updating of HR policy documents and personnel management (Internal Rules, contracts, HR procedures, etc.);
• Be responsible for the proper implementation and monitoring of internal regulations and terms of employment contracts for all national staff, and ensure that all staff are employed in a framework that provides fair and compliant working conditions local legislation, MSF vision, values ​​and HR principles;
• Is a source of proposals for any change or revision necessary for the good of MSF in terms of social law;
• Know all MSF policies, procedures, tools, standards and principles applying to staff (national, international, regional, etc.), working conditions, benefits and remuneration, job profiles and job grids, health coverage, etc. ; adapt them to the reality of the mission and ensure fair, efficient, transparent and accountable implementation by all the personnel concerned throughout the mission;
• In close collaboration with the HR coordinator, ensure that regular administrative meetings are organized with all staff throughout the mission so that everyone is aware of their rights and duties and is informed of any changes likely to affect them in the legislation of the labor and general conditions of employment (i.e. legal amendments, changes in local practices, new HR-admin policies or procedures, changes to internal regulations, etc.);
• Ensure that all functions and job profiles at mission level are aligned with the HQ-approved job grid and correspond to MSF standard job profiles and job grid, and that any new or modified functions of one of them (including major changes in responsibilities and/or the association of existing functions) be the subject of a prior request to the HR coordinator for validation by head office. Identify discrepancies and communicate them to the HR coordinator in order to develop an action plan in the event that corrections are necessary / appropriate;
• Ensure that the remuneration of national staff (salary, post-clearance adjustments, compensations, balances of any account, etc.) and benefits (holidays, leave, social security, health coverage, etc.) correspond to the schedule of mission salaries validated by headquarters, internal regulations and HR policies, ensuring that MSF behaves at all times as a responsible employer;
• In close coordination with the Financial Coordinator, ensure compliance with national legislation regarding employee taxes and social security at mission level; verify that monthly tax declaration forms and employee/employer social security contributions are accurate and submit them to the finance department;
• In the event that a legal risk is detected in his area of ​​expertise, inform the HR coordinator and suggest the measures to be taken to prevent it. Follow up on employee complaints and keep the HR coordinator informed at all times;
• Ensures that MSF, as an employer, as well as all of its staff comply with security and risk prevention measures as set out by local legislation and/or MSF’s standard policies and procedures;

• Ensures an effective filing system (physical and digital files) of all administrative files at the mission level, while guaranteeing the strict confidentiality of employee personnel files and other private administrative documents at the request of the HR coordinator ; ensure preparedness in case of evacuation;
• At the request of the HR coordinator, stay in regular contact with ministries, national administrations, other MSF sections and any other NGO in order to improve/maintain administrative practices;
• Being able to work perfectly with the Homère HR management software, ensuring the appropriate configuration, the correct use and the quality of the data throughout the mission, is responsible for the HR database (Homère): Ensures the quality of the Homère data (accuracy of information, attached documents, consistency between electronic files and paper files, etc.). Is responsible for monthly sending / receiving;
• Supports project administrators in the preparation of their monthly HR pack (Homere dispatch, updated organization charts, HR sitrep) and ensures transmission to the human resources coordinator on time;
• Control, in close collaboration with the HR coordinator and the logistics department, that all international and internal movements within the mission are correctly managed (visas, tickets, daily allowances if applicable, arrival / departure dates, etc.), and ensures appropriate accommodation conditions (i.e. housing, food, etc.) by notifying all relevant persons/departments;
• Ensures that all newly hired staff benefit from an induction and integration program in their respective department (position orientation);
• Ensures the planning, in collaboration with the administrative heads of the projects, of the leave of the employees and ensures the follow-up on the basis of a schedule of the leave of the mission;
• Participates in the administrative management of possible disciplinary measures in collaboration with the human resources coordinator and the direct supervisor of the employee concerned;
• Prepares a report of the evaluations made on the mission, to the human resources coordinator, including the training needs expressed;
• Ensures the update of the administrative part of the file of follow-up of the executives of the mission and is in charge of the collection of the identified documents and the sending to the headquarters of the files of secondment and expatriation;
• Is in charge of the administrative organization related to international or regional external training (creation of files, transmission of information to employees and the training department, reservation of plane tickets, etc.);
• Prepares management memoranda and memos in accordance with local legislation and MSF HR principles, under the supervision of the Human Resources Coordinator;
• Supports the recruitment process for the various projects of the mission (call for applications, collection of CVs to be submitted to the recruiting supervisor; practical organization of tests, participation in interviews at the request of the human resources coordinator);
• Ensures the proper publication of job offers (ANPE, publications with other NGOs, identified places, etc.);
• Ensures compliance with the recruitment procedure on the mission and provides support and advice if necessary;
• Verifies and supports the encoding of payroll variables for the various projects;
• Provides support to the field on the difficulties encountered in terms of salary, taxes and social security contributions under the supervision of the human resources coordinator;
• Verifies the monthly declarations of taxes and contributions and sends them to the human resources coordinator for validation;
• Participates in the recruitment of staff for his team through the definition of the profiles sought and the administrative organization (drafting of the offer, distribution, collection of CVs, etc.), in collaboration with the human resources coordinator; defines the tasks of each, ensures the daily supervision and controls the quality of the work of the staff under his supervision (objectives to be achieved, punctuality, rigor, quality, etc.), carries out the assessments of his team;
• Animates and organizes regular meetings of his team and ensures the circulation of information within his team;
• Participates in general communication meetings or negotiations with staff representatives;
• Performs field visits for technical support and/or training, intended for project administrators, assistant administrators or team supervisors, to ensure understanding and appropriate application of administrative and legal procedures throughout the mission;

• Welcomes and ensures the arrival briefing of expatriates, particularly Team Managers, on the administrative and HR procedures in force on the mission;
• Ensures that expatriate files are complete and provides them with the necessary documents if necessary (MSF card, mission order, visa, etc.).

Qualifications :

• Education : University degree in the field of administrative studies.
• Experience : At least two years of experience in HR administration.
• LANGUAGES : French required, English is a plus.
• SKILLS : Staff management and development, Adherence to MSF principles, Flexibility of behavior, Results and sense of quality, Teamwork and cooperation.

Personal qualities :

• Flexibility, open-mindedness, good communication and stress management skills, listening skills, diplomacy. Results and sense of quality.

The files should imperatively include: CV, motivation letter, copy of diplomas, work certificates, identity document, name and contact of three professional reference persons. Files will not be returned.

Please include in your records the reference: Responsible Personnel Administration.

Deadline for submission of applications in the MSF mailbox : July 24, 2019 at 4:00 p.m.

NB: Only selected candidates will be invited to the written tests