Main Purpose:

Execute HR and administrative tasks to support the Project Finance and HR 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 the Project Finance/HR Manager managing employees’ 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 and Income 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 Finance/HR Manager well on time in order to leave enough time to arrange a renewal or look for some other alternatives
• Making all administrative information available to the staff (posting, meetings, etc.)
• Supporting the Project FINHR Manager in translating documents into local language and assisting in meetings upon request.
• Any other HR/ Admin tasks delegated by the Project HR Manager

MSF Section/Context Specific Accountabilities

• Responsible for MSF Staff Homere database encoding and updating staff information ensuring 100% accuracy. Data in Homere should match with the hard copies and one drive personal files.
• Preparing the draft of MSF Staff payroll according to the monthly deadline and submit to HR & Finance Manager in a timely manner
• Encoding the events of MSF staff in Homere and upload the necessary supporting documents
• Ensuring the availability of MSF staff back up pool for daily workers and keep it up to date, Inform HRFin Manager well on time if the pool is empty or expired or recruitment seem needed
• Follow up the request of daily worker for MSF staff as needed, calling the candidate and prepare their payment in a timely manner
• Understanding and developing the knowledge about HR Policy and procedures in the mission
• Ensure issuing staff MSF ID card and recollecting it when employee contract is ended.
• Keep the project organigram updated and share it with coordination before 5th of every month or according to the date communicated
• Assist HR/Fin Manager related to MSF Staff with translations and interviews related to disciplinary measures and/or any meeting requested by staff.
• Present in Bemonc at least once a week and do the round in the facility to finalise HR pendency
• Visit the staff Guest House after every two weeks to monitor administrative matters ensuring enough stock of supplies and consumables needed.
• Supervise the cook and cleaners of the guest house and ensure the quality of the services.
• Back up for Finance Assistant whenever needed, being able to manage necessary finance related tasks.
• Management of office stationery and hygiene supplies for both office and Guest house, place orders on time to avoid running out of stock.

• Education:

Minimum bachelor’s degree HR, business or finance. Master’s degree in relevant fields will be an added advantage

• Experience:

Essential previous working experience of at least two years in relevant jobs.

Desirable experience in MSF or other NGOs in developing countries.

• Language:

        Proficiency in English is essential

Deadline for job applications is September 18^th, 2024 at 4:30 p.m.

If you are confident that your qualifications meet the requirements, please send your CV to

msfocb-eastmosul-recruitment@brussels.msf.org

Mention the job title " HR ASSISTANT " in the subject line or place your CV in the CV box at the following addresses:

- Al Obour AL Aula /first entrance/fourth branch from the right side/second house on the right side Location coordination (36.318143, 43.046035).

- MSF Belgium Organization's Office in West Mosul in Al Refaee Neighbourhood near al Kawthar Mosque. Location coordination (36.356333 43.092139) 

-Al Amal Clinic in Al-Nahrawan neighbourhood near Omar bin Al-Khattab Mosque, Location coordination (36.335504, 43.065671).

The application must be submitted in a sealed envelope with the job title stated on it " HR ASSISTANT "

Your CV should include your skills, educational background, and previous professional experience.

NB:

• Only applications sent via the above-mentioned email or physically submitted in the CV box will be taken into consideration.