MSF Switzerland (MSFCH) is a humanitarian medical organization providing emergency medical aid to populations in need based in Dagahaley and Mombasa County.
The position is based in Nairobi Coordination Office
Duration : 12 Months (Starting with 3 months’ probation period)
renewable based on performance)
Start Date : November 2024
The selected candidate will be reporting to the Personnel Administration Manager
Main Purpose
Execute administrative, HR and legal related tasks to support the Personnel Administration Manager following MSF standards and procedures, to ensure legal compliance and to realize the HR capacity required to achieve project objectives
Accountabilities
- Under supervision of Personnel Administration 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 for coordination LHS staff in in conformity with legal requirements including specific amendments when necessary in order to ensure local labour and fiscal law compliance.
- Preparing monthly salary for all coordination LHS 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 HR Coordinator 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 Personnel Administration Manager in translating documents into local language and assisting in meetings upon request.
- Additional HR/ Admin tasks delegated by the Personnel Administration Manager
- Ensure proper management of guesthouses, including furniture and cleaning. Act as the primary point of contact for rent and utilities follow-up for our premises in Nairobi.
- Focal point for statutory deductions compilation and payment for mission.
- Calculate settlement for all coordination LHS and preparing necessary documents related to the LHS end of contract.
- Prepare monthly HR report for coordination
- Responsible for archiving both hardcopy and softcopy department documents, entering data into the HR database, and keeping personal files up to date.
- Responsible for managing and reviewing stock levels for office stationery and coffee break in coordination office; preparing monthly reports for HRCo and analysing quarterly consumption.
- Supervising coordination cook and cleaners including training/induction, evaluation, development, and communication.
- To be available to gap fill for project HR assistant in case of any need.
- To be available to act as project HR Assistant in any emergency project within the mission
Requirements
Education
- Essential Bachelor’s Degree in HR or HR Administration-related Diploma.
Experience
- Essential previous working experience of at least two years in relevant jobs.
- Desirable experience in MSF or other NGOs in developing countries.
Languages
- Knowledge of English and Kiswahili essential
Knowledge
- Essential computer literacy (word, excel, internet)
Competencies
- Results and Quality Orientation
- Teamwork and Cooperation
- Behavioral Flexibility
- Commitment to MSF Principles
- Stress Management
If you meet the above requirements, Please submit Your application letter and Curriculum Vitae (The CV and application letter in PDF format combined as one document and saved
with your full names) through [email protected] by 2nd October 2024
The subject heading of the email should be HR Assistant
We apologize that due to the volume of application we receive, only shortlisted candidates will be contacted**.** Incomplete applications will not be considered
This vacancy is open for Kenyan Nationals only
MSF is an equal Employer and does not charge any application/recruitment or training fee. MSFCH welcomes applications from people of all sexual or gender identities and encourages women to apply.
The protection of your personal data is important to MSF. By submitting your application, you consent to MSF using your personal data only for the recruitment process to have all the information and documents necessary to proceed with the recruitment, validation of your application and selection of the most suitable candidate. Your personal data will be treated confidentially. MSF will not use your personal data in any other way other than for purposes of recruitment.
