Médecins Sans Frontières is a private, international organisation. The organisation is made up mainly of doctors and health sector workers and is also open to all other professions which might help in achieving its aims.
Médecins Sans Frontières provides assistance to populations in distress, to victims of natural or man-made disasters and to victims of armed conflict. They do so irrespective of race, religion, creed or political convictions.
- Job title:Personnel Administration Manager
- Duty Station:Abuja
- Job Type:1 Year Definite Contract (With possibility of extension)
Main objective and responsibility of the position
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.
General Accountabilities
- Knowlege of labour legislation in force in mission country; stay 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, etc.) working conditions, benefits and remuneration, Code of Conduct, job profiles and function grids, health coverage, etc., adapts them to the Mission’s 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 are 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/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.
- Knows Homère in depth as the focal person and ensure 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.
- Ensures that all supervisors and relevant staff in the department are aware of relevant policies affecting them, makes sure that they receive appropriate training when policies are updated, and performs regular self-assessment reports for department compliance evaluation.
MSF Section/Context Specific Accountabilities
In addition to the above accountabilities, the PAM would support HRco and mission in the below:
- Implementation of HR decisions and strategies agreed upon for the mission
- Liase with HQ Homere team and provide real time support to mission HR teams as well as build capacity for new HR team members on the use of Homere
- Provide continuous support to the project HR teams and also plan regular onsite project visits
- Supervise the activities of the HR Assistant and act as function line for the office cook and cleaners.
- Provide collaborative support to all coordination functions where necessary.
- Support the mission during internal audits (e.g. finance, HQ audit) and external audit (e.g. NSITF)
- Support HRCo and HR Team with any other activities where necessary.
REQUIREMENTS (QUALIFICATIONS):
Education : Degree in Administration or any other related studies.
Experience : At least 2 years relevant working experience with supervisory function is essential; Working experience within INGO setting is desirable
Languages : Good communication skills and use of English Language essential
Knowledge: Indepth Knowledge of HRIS (Homere preferably) is essential: computer literacy (word, excel) also essential
Competencies: People Management, Results and Quality Orientation, Team work and Cooperation, Behavioural Flexibility, Commitment to MSF Principles.
How To Apply
-Please use this link: click Here to submit your application form.
-To complete your application, please email your Cover Letter, latest Curriculum Vitae (CV) and photocopies of only necessary credentials as one document with telephone contact details (daytime) to [email protected] with the subject of the email – PAM
-Only applications submitted online will be accepted.
-Lastly, only one online application form should be submitted as multiple submissions will not be considered.
Notes:
1. NO Transportation and/or allowance will be provided during the recruitment process.
2. Only short-listed candidates will be contacted for interviews.
3. Any documents sent to MSF-OCA (CV, cover letter, copies of diploma, recommendations letters) will not be returned by MSF-OCA.
4. Deadline for application: 29th April 2025, at 4:00 pm.
5. This vacancy is internal and ONLY Opened to current MSF Employees.
MSF is an equal opportunities employer and promotes diversity within the organisation.
Qualified FEMALE candidates are encouraged to apply
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