Human Resources (HR) Assistant at Medecins Sans Frontieres (MSF)

Medecins Sans Frontieres (MSF) is an international, private, non-governmental, non-profit humanitarian organization. Our organization offers assistance to populations in distress, to victims of natural or man-made disasters, to victims of armed conflict, without discrimination irrespective of race, religion, creed or political affiliation. We have been working in Nigeria since February 1996.

We are recruiting to fill the position below:

Job Title: Human Resources (HR) Assistant

Location: Gummi, Zamfara
Employment Type: Full Time

Main Objective and Responsibilities of the position

• Execute administrative, HR and legal related tasks to support the Project HR Manager following MSF standards and procedures, in order to ensure legal compliance and to realize the HR capacity required to achieve project objectives.

General Accountabilities

• Under supervision of the Project HR Manager managing personal files in order to ensure accuracy, compliance and on time payments.
• Updating the HR database and personal files to facilitate HR processes management.
• Updating Social security Tax office files in order to meet legal requirements including specific amendments when necessary in order to ensure local labour and fiscal law compliance
• Preparing employment contracts in conformity with legal requirements including specific amendments when necessary in order to ensure local labour and fiscal law compliance.
• Preparing monthly pay slips for all staff, editing and updating the necessary data, in order to ensure the punctuality and accuracy of staff payroll.
• Following up of 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
• Making all administrative information available to the staff (posting, meetings, etc.), supporting the Project HR Manager in translating documents into local language and assisting in meetings upon request.
• Cover the Finance Assistant when s/he on annual leave
• Additional HR/ Administrative tasks delegated by the Project HR Manager
• Supports the mission with the implementation of Diversity, Equity and Inclusion (DEI)activities
• Ensures MSF colleagues in Gummi project are sensitized on DEI matters
• In close collaboration with the HR Manager, plans supports all Learning aspects of the employee development cycle:,induction processes, individual and team development training plans, performance evaluations, rele-vant as-pects of recruitment, as well as communication about and upkeep of Learning tools and opportunities.

MSF Section/Context Specific Accountabilities

• Ensure that the daily worker pool is updated and the relevant information are reported accurately. Facilitate their work with each department. Additionally ensure that the paper work for daily worker use are accurate, updated and complete.
• Take care of national and international staff flights, accommodation, airport transport, visa, work permit, medical tests and any related transit work.
• Brief new arrivals both national and international in terms of the project, introduce them to the team and also their accommodation
• Assist in recruitment technicalities such as sharing vacancy with coordination for announcement , making the recruitment tool, arranging and facilitating test locations between projects, informing applicants whether selected or not.
• Collect information from MoH incentive staff and ensure proper filing and encoding in homere.
• Gather information for the MoH incentive staff from relevant supervisors and prepare incentive payment sheet accurately before sharing with finance department.
• Prepare requests and monitor consumable and non-consumable stock for the MSF guesthouse and office.
• L&D follow up (sending applications, facilitating trainings, follow up on reports, booking the venues preparing per diem, security money, travel , visa requirements etc. filling out L&D activity reports and following up with the L&D manager in the mission in terms of all L&D related activities.
• Keep abreast performance management requirements in the projects, maintain an overview, follow up on staff appraisals and evaluations with supervisors and managers, and record them in Homere in timely manner.
• Supervise the cleaners and cooks take care of their administrative needs and ensure they carry out their day to-day tasks effectively
• Control the admin office suppliers in terms of stationary and cleaning items in addition to drinking water, tea sugar milk, and coffee etc. Liase with the supply department and make sure the supplies always available.
• Be flexible and open to work in a dynamic and ever changing work environment
• Be adaptable in terms of taking on new tasks and adjusting to ad-hoc requesting
• Be friendly and welcome to all staff encourage having an open and safe environment in the office
• Cover up the Finance Assistant in case there are any needs as per discretion of the manager
• Perform their duties observing the MSF policies and in compliance with relevant SOPs of the department and immediately reporting to supervisor whenever compliance is or cannot be met.
• Ensures follow-up and evaluation to support staff in transfer of learning to performance after L processes and learning events
• Manages Learning & Development activities for the project in support of and in close collaboration with the Mission Learning and Development Manager
• Identify barriers towards DEI with a focus on the projects, services and beneficiaries
• Implement and monitor the DEI work plan for the project
• Ensures the proper documentation, filing and the compilation of records of training courses and learning programs and regularly shares them with the hierarchical and with the functional report (HR Manager, L&D, HR Coordinator).

Qualifications
Education:

• Desirable Finance, Business or Administration related degree.

Experience:

• Essential previous working experience of at least four (4) years in Human resource.
• Desirable experience in MSF or other NGOs in developing countries.

Languages:

• Mission language and local language essential.

Knowledge:

• Essential computer literacy (word, excel, internet).

Competencies:

• Results and Quality Orientation L2
• Team work and Cooperation L2
• Behavioural Flexibility L2
• Commitment to MSF Principles L2
• Stress Management L3.

Application Closing Date
10th October, 2024, (3:00 PM).

How to Apply
Interested and qualified candidates should:
Click here to apply online
And
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] using the Job Title as the subject of the mail.

Note

• Only applications submitted online will be accepted.
• Lastly, only one online application form should be submitted as multiple submissions will not be considered.
• NO Transportation and/or allowance will be provided during the recruitment process.
• Only short-listed candidates will be contacted for interviews.
• Any documents sent to MSF-OCA (CV, cover letter, copies of diploma, recommendations letters) will not be returned by MSF-OCA.
• MSF is an equal opportunities employer and promotes diversity within the organisation.
• Qualified Female candidates are encouraged to apply.