Personnel Administration Manager 72 views2 applications


Médecins Sans Frontières (MSF) is an international medical humanitarian organization that provides assistance to people affected by conflict, epidemics, disasters, or exclusion from healthcare. In Kenya, MSF-OCG (Switzerland) has a project in Dagahaley refugee camp and a project working to improve access to healthcare for Young/Adolescent and Key vulnerable populations in Mombasa County. MSF-OCG also responds to emergencies in the North-Eastern and the Coast regions of Kenya.

Duration: 12 Months (starting with 3 months’ probation period; renewable based on performance)
Start Date: March 2025
The selected candidate will report to the Human Resources Coordinator
Main Purpose
Responsible for ensuring that MSF is a Responsible employer, supports proper management of HR across the board and assumes full responsibility of all Administrative and legal issues in the Mission.

Accountabilities
• Knowledge of Kenya labour laws and regulations; keep her/himself 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
• Knowledge of MSF policies, procedures, tools, standards and principles regarding all staff’ (locally hired staff, international, regional, etc.) working conditions, benefits and remuneration, job profiles and function grids, health coverage, etc., adapts them to the Mission reality and ensures an equitable, efficient, transparent, fair and accountable implementation by all relevant staff throughout the Mission.
• Responsible for the proper implementation and follow up of internal regulations and terms of employment contracts of all locally hired 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.
• Payroll Management: Oversee and supervise effective payroll processes in the whole mission by coaching and supporting HR Assistants in all projects within the country, ensuring timely and accurate completion and compliance with MSF standard financial operations. Focal point for payroll system and finance interface (Homere & Unifield).
• Ensures 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 and HRO/REHUCO 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.
• Ensure that Locally hired 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.
• 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.
• Incharge of DOSH audits in the mission and ensures 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.
• Knowledge of HRIS system (Homere) in depth and ensures a 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.
• Administrative management of Health Insurance for locally hired staff including contracts, payments and follow up on staff enquiries.
• Mission focal point for onboarding and induction of new staff and designing a specific onboarding experience for each project assigned.
• Prepares and compiles monthly & annual Mission HR reports and shares with HQ.
• Incharge of HR budget planning and monitoring for coordination (HR Matrix)

Requirements

Education :Essential: University Degree or further specialization in Human Resource Management or Business

Experience :Essential: Experience in HR Management positions (minimum 4 years).
Languages : Essential: Excellent command of English and Swahili
Knowledge :Essential: Computer literacy (Word, Excel, internet)

**Competencies:**Results and quality orientation,teamwork and cooperation ,people management and development.behavioural flexibility.commitment to MSF Principles & stress management

If you meet the above requirements, Please submit your application through [email protected] by 17th February 2025.

We apologize that due to the volume of application we receive, only shortlisted candidates will be contacted**.** Incomplete applications will not be considered

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 (i.e. receive all the information and documents necessary to proceed with the recruitment process, validation of best applications 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 the purposes of this recruitment.

This vacancy is open for Kenyan Nationals only

More Information

  • Job City Nairobi
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Médecins Sans Frontières (MSF) was founded in 1971 in France by a group of doctors and journalists in the wake of war and famine in Biafra. Their aim was to establish an independent organisation that focuses on delivering emergency medicine aid quickly, effectively and impartially.

Doctors Without Borders

Three hundred volunteers made up the organisation when it was founded: doctors, nurses and other staff, including the 13 founding doctors and journalists.

MSF was created in the belief that all people should have access to healthcare regardless of gender, race, religion, creed or political affiliation, and that people’s medical needs outweigh respect for national boundaries. MSF’s principles of action are described in our charter, which established a framework for our activities.

MSF's first missions

MSF’s first mission was to the Nicaraguan capital, Managua, in 1972, after an earthquake destroyed most of the city and killed between 10,000 and 30,000 people.

In 1974, MSF set up a relief mission to help the people of Honduras after Hurricane Fifi caused major flooding and killed thousands of people.

In 1975, MSF established its first large-scale medical programme during a refugee crisis, providing medical care for the waves of Cambodians seeking sanctuary from Pol Pot’s oppressive rule.

In these first missions, the weaknesses of MSF as a new humanitarian organisation became readily apparent: preparation was lacking, doctors were left unsupported and supply chains were tangled.

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0 USD Nairobi CF 3201 Abc road Fixed Term , 40 hours per week Médecins Sans Frontières

Médecins Sans Frontières (MSF) is an international medical humanitarian organization that provides assistance to people affected by conflict, epidemics, disasters, or exclusion from healthcare. In Kenya, MSF-OCG (Switzerland) has a project in Dagahaley refugee camp and a project working to improve access to healthcare for Young/Adolescent and Key vulnerable populations in Mombasa County. MSF-OCG also responds to emergencies in the North-Eastern and the Coast regions of Kenya.

Duration: 12 Months (starting with 3 months’ probation period; renewable based on performance) Start Date: March 2025 The selected candidate will report to the Human Resources Coordinator Main Purpose Responsible for ensuring that MSF is a Responsible employer, supports proper management of HR across the board and assumes full responsibility of all Administrative and legal issues in the Mission.

Accountabilities • Knowledge of Kenya labour laws and regulations; keep her/himself 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 • Knowledge of MSF policies, procedures, tools, standards and principles regarding all staff’ (locally hired staff, international, regional, etc.) working conditions, benefits and remuneration, job profiles and function grids, health coverage, etc., adapts them to the Mission reality and ensures an equitable, efficient, transparent, fair and accountable implementation by all relevant staff throughout the Mission. • Responsible for the proper implementation and follow up of internal regulations and terms of employment contracts of all locally hired 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. • Payroll Management: Oversee and supervise effective payroll processes in the whole mission by coaching and supporting HR Assistants in all projects within the country, ensuring timely and accurate completion and compliance with MSF standard financial operations. Focal point for payroll system and finance interface (Homere & Unifield). • Ensures 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 and HRO/REHUCO 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. • Ensure that Locally hired 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. • 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. • Incharge of DOSH audits in the mission and ensures 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. • Knowledge of HRIS system (Homere) in depth and ensures a 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. • Administrative management of Health Insurance for locally hired staff including contracts, payments and follow up on staff enquiries. • Mission focal point for onboarding and induction of new staff and designing a specific onboarding experience for each project assigned. • Prepares and compiles monthly & annual Mission HR reports and shares with HQ. • Incharge of HR budget planning and monitoring for coordination (HR Matrix)

Requirements

Education :Essential: University Degree or further specialization in Human Resource Management or Business

Experience :Essential: Experience in HR Management positions (minimum 4 years). Languages : Essential: Excellent command of English and Swahili Knowledge :Essential: Computer literacy (Word, Excel, internet)

**Competencies:**Results and quality orientation,teamwork and cooperation ,people management and development.behavioural flexibility.commitment to MSF Principles & stress management

If you meet the above requirements, Please submit your application through [email protected] by 17th February 2025.

We apologize that due to the volume of application we receive, only shortlisted candidates will be contacted**.** Incomplete applications will not be considered

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 (i.e. receive all the information and documents necessary to proceed with the recruitment process, validation of best applications 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 the purposes of this recruitment.

This vacancy is open for Kenyan Nationals only

2025-02-18

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