Deadline of this Job: 14 January 2023
Main Purpose

Is responsible for the implementation of Human Resources policies in the project and the correct Administrative Management of all staff working in the project (National, International, Regional, etc).

Accountabilities

• Advise Project Coordinator/Mission Fin HR Manager on set up (org chart) and together with the HR Coordinator, update the project’s organizational chart and job descriptions
• Support Mission FinHR Manager to calculate the HR operational needs and the associated budget in order to efficiently ensure the required sizing and capabilities of the project and to facilitate budget following-up.
• Ensure hiring, carry out amendments and contract termination formalities for employees at project level, according to labour local laws, archiving and updating individual employee files, informing them on their rights and preparing all mandatory tax declarations, in order to ensure legal compliance...
• Assist the Mission FinHR Manager, and/or team leaders and supervisors to draw up annual holiday planning and staff shifts in order to forecast HR needs and to ensure HR availability for the project activities...
• Supervise/perform payroll procedures, ensuring that all data related to monthly salary calculation of national employees of the project are correctly entered in Homere (days off, unpaid leaves, sick leaves, overtime, salary advance, etc.), in order to ensure on time and accurate salary payments.
• Under supervision of the Mission FinHR Manager, ensure indexation process of national staff salary grids in order to ensure internal equity, cost-of-living adjustments and the correct application of employment conditions in the project sites.
• Support, in close coordination with the Mission FinHR Manager and HR Coordinator, the project line managers in detecting training needs, in properly evaluating people performance and in potential identification, in order to improve people capabilities, and their end results contribution to mission goals.
• Plan and supervise, in close coordination with the Mission FinHR Manager and HRCo, the associated processes (recruitment, training/induction, evaluation, potential detection, development and communication) of the staff under his/her responsibility in order to ensure both the sizing and the amount of knowledge required
• Together with the Mission FinHR Manager, support the line managers in implementing the internal communication policies in order to boost staff active participation and MSF commitment.
• In close collaboration with the Project Coordinator/Mission FinHR Manager and HRCo, looks for the best options to avoid and/or solve possible labour conflicts in the project.
• Ensures all staff in the Project (National, International, Regional, visits, etc.) is properly briefed and/or inducted.
• Is responsible for all movements and/or accommodation of staff in the Project.
• Ensures all HR reporting of the Project.

Requirements

Education

• Desirable Human Resources 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

• Mission language (English) and local language (Kiswahili/Somali) essential

Knowledge

• Essential computer literacy (word, excel, internet)

Competencies

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

Recruitment Officer

Deadline of this Job: 08 January 2023
OBJECTIVE OF THE POSITION

This position aims at running the reception Performing front office desk tasks within the office to support daily operations. Including answering phone calls, sorting, and delivering mail to employees and greeting visitors and onboarding staff when they arrive.

The receptionist supervises the third-party Cleaners and report to the IT and Facility Manager.

RESPONSIBILITIES:

Admin and Reception:

• Welcome and attend to external and internal visitors to the MSF (Médecins Sans Frontières) EA (Eastern Africa) office.
• Responsible for answering the main office line and administrate MSF EA mail. Collect and dispatch courier.
• Manage office contact repository (other MSF, Regional POI…) and office general information on intranet.

Maintenance and repairs:

• Support service desk with the proper functioning and maintenance of the installation, furniture, and equipment in the office.
• Manage supporting cleaning service contract and the staff cleaner.
• Ensure Breakout area and Kitchens remain well maintained and supplied
• Assist with follow up on work and maintenance carried out by suppliers

Security, hygiene and Safety:

• Ensures the first aid kit is available, accessible, and maintained.
• Manage access to the office in the system (maker/checker with supervisor), issue access/Company ID)

Onboarding / Deboarding

Support Onboarding/Deboarding of staff with

• WhatsApp Group Management, id/access card printing,
• Office tour, access to office, alarm, fire, guide staff to their workstation
• Tour of SharePoint and Self-services, Train Staff on Space management and booking system and ticketing.
• Guide staff on taxi usage and contact

Transport and courier

• Manage booking for office cars, communicate with driver
• Handle local, national, and international courier request.
• Administrate allocation of parking space

Others

• Administrate stationery stock in the office.
• Support with the organization of events in the office.
• Back-up and support for back-office staff/team where feasible.

POSITION REQUIREMENTS

• High School diploma, desirable-post-Secondary education and certificate in administration, Front Office/or related experience
• At least 2 years' experience in a similar job, preferable in the non-profit making sector.
• Fluent in English & Swahili. Knowledge of French/Spanish or other language is an asset.
• Previous experience with MSF or other humanitarian NGOs is considered a plus.
• Highly motivated and interested in the humanitarian sector.
• Flexible with working hours.
• Good Communication Skills

Competencies

• Commitment to MSF Principles
• Cross-cultural Awareness
• Behavioural Flexibility
• Stress Management
• Service Orientation
• Initiative and Innovation
• Teamwork and Cooperation