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
Accountabilities
Under supervision of the Project HR 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 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 Administration Manager 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 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
ADMIN/HR Team Support
Ensuring the administrative rules are adhered by all project staff, in close collaboration with the Admin Supervisor.
Assist department heads and supervisors in the drafting of their annual holiday plan and follows up the balance of outstanding leaves in the project office and anticipates when necessary.
Makes the administrative follow-up of staff sick leave, annual leaves and other leaves and ensures all documentation is completed timely and according to the procedures.
Facilitates the translation of documents for the different departments in requested languages when needed
Recruitment and introduction
Supports the projects and Coord Office in the recruitment process:
Participates in reviewing CV for long listing applications and facilitates interview/test sessions.
Ensure that all new locally hired employees are briefed by all departments
Contract Management & Payroll
Ensures that all staff administrative files are completed, updated and kept according to procedures; guarantee their proper filing and confidentiality of the employees’ personal data.
Ensures registration of new staff/informing of separated employees to the pension office.
Follow up of the clearance procedures of end of contract employees.
Distribute and explain pay slips when questions arise.
Preparation of daily workers payments.
Prepare project payroll every month
Responsible for Homere record and update of staff information for the project
Other
IMS compound management and making sure that the accommodation is well maintained in terms of kitchen arrangements, consumption, cleaning and lining arrangements.
Supervision of tasks of domestic staff (cooks and cleaners)
Supports projects HR/Admin in preparation of employees MSF ID cards.
Make sure all admin documents are easily available in sufficient quantities to facilitate admin procedures (leave forms, employee file forms, …)
Facilitates payment for routine office expenses for daily operations
Assists the HR department in any other tasks as the need arise.
Originally posted on WakandaJobs.com - Source: www.wakandajobs.com
