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HR Assistant

Purpose

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

Responsibilities

• Following the HR Manager’s instructions, supervise that the internal regulations are followed in the project in order to ensure both tax and labour regulation compliance.
• Upon request by HR Manager perform assigned activites in relation to recruitment ensuring transparency and equity and issuing job offers conveniently in order to meet HR needs.
• Inform all the new staff on Staff Regulations (contract terms and the content of Internal regulation), HR policies and regulations and/or living conditions in order to facilitate staff integration and their security.
• Execute, under the HR Manager’s supervision, employee contract related activities in order to ensure legal compliance.
• Support the HR Manager to draw up bi-annual holiday planning in order to schedule staff shifts and cover operational needs.
• Ensure that all staff have valid work contract, ID cards, residence permit, medical license for doctors, registration of lab technician & nurses with their respective councils etc.
• Ensure Biometric attendance system functioing and generating of monthly report to be shared with departmental managers and supervisors.
• Preparation of health insurance papers for all staff including the registration of newly recruited staff and sharing the monthly overviews in a timely manner with the coordination.
• Updating the HR database and personal files to facilitate HR processes
• 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 as per standard procedure and ensuring no delay, editing and updating the necessary data, in order to ensure the punctuality and accuracy of staff payroll.
• Collect the variable pay slip elements on Homere in order to ensure accurate and on time payroll payment and to inform HR Manager any issues with the software for early resolution and correction with the help of Homere specialists
• Upon request by Admin manager to follow up on all expiring rental contract dates and inform the Admin Manager in order to leave enough time to arrange a renewal or look for some other alternative.
• Overseeing/ supervising the work of directly supervised staff (cleaning and cooking staff).
• Managing the monthly distribution from the Admin Store of cleaning  and stationary items to the departments and supporting the Admin manager in preparing the Internal Request (IR) list for the 6 monthly cleaning and stationary stock.
• 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.
• Additional HR/ Admin tasks delegated by the Project HR Manager

Please note that this list is indicative of the key responsibilities of this role but is by no means exhaustive. MSF is an emergency response organisation with a ‘can do’ attitude and flexibility to take on other related task is essential. This job description does not form part of the contract of employment.

Minimum Requirements and Competencies

Education: Desirable , degree in business or administration related studies

Experience:Essential previous working experience of at least two years in relevant jobs. 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, Teamwork, Flexibility, Commitment, Stress Management

Application

Interested candidates should submit their applications in English before Tuesday, 10^th of May up to 18.00 hrs with a CV, motivation letter and supporting documents (certificates, diplomas etc.) to Médecins Sans Frontières, via E-mail tripoli-jobs@oca.msf.org.

The reference ‘your name_HR Assistant announcement application’ must be stated in the application to be valid.

Note: Only shortlisted candidates will be contacted.

MSF is an equal opportunities employer. We are committed to creating an inclusive environment for all employees. We encourage applications from all sections of society.