Human Resources (HR) Assistant at Medecins Sans Frontieres (MSF)

Posted on Fri 27th Sep, 2024 - hotnigerianjobs.com --- (0 comments)

Medecins Sans Frontieres (MSF) is an international, private, non-governmental, non-profit humanitarian organization. Our organization offers assistance to populations in distress, to victims of natural or man-made disasters, to victims of armed conflict, without discrimination irrespective of race, religion, creed or political affiliation. We have been working in Nigeria since February 1996.

We are recruiting to fill the position below:

Job Title: Human Resources (HR) Assistant

Location: Gummi, Zamfara
Employment Type: Full Time

Main Objective and Responsibilities of the position

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.

General 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.
Cover the Finance Assistant when s/he on annual leave
Additional HR/ Administrative tasks delegated by the Project HR Manager
Supports the mission with the implementation of Diversity, Equity and Inclusion (DEI)activities
Ensures MSF colleagues in Gummi project are sensitized on DEI matters
In close collaboration with the HR Manager, plans supports all Learning aspects of the employee development cycle:,induction processes, individual and team development training plans, performance evaluations, rele-vant as-pects of recruitment, as well as communication about and upkeep of Learning tools and opportunities.

MSF Section/Context Specific Accountabilities

Ensure that the daily worker pool is updated and the relevant information are reported accurately. Facilitate their work with each department. Additionally ensure that the paper work for daily worker use are accurate, updated and complete.
Take care of national and international staff flights, accommodation, airport transport, visa, work permit, medical tests and any related transit work.
Brief new arrivals both national and international in terms of the project, introduce them to the team and also their accommodation
Assist in recruitment technicalities such as sharing vacancy with coordination for announcement , making the recruitment tool, arranging and facilitating test locations between projects, informing applicants whether selected or not.
Collect information from MoH incentive staff and ensure proper filing and encoding in homere.
Gather information for the MoH incentive staff from relevant supervisors and prepare incentive payment sheet accurately before sharing with finance department.
Prepare requests and monitor consumable and non-consumable stock for the MSF guesthouse and office.
L&D follow up (sending applications, facilitating trainings, follow up on reports, booking the venues preparing per diem, security money, travel , visa requirements etc. filling out L&D activity reports and following up with the L&D manager in the mission in terms of all L&D related activities.
Keep abreast performance management requirements in the projects, maintain an overview, follow up on staff appraisals and evaluations with supervisors and managers, and record them in Homere in timely manner.
Supervise the cleaners and cooks take care of their administrative needs and ensure they carry out their day to-day tasks effectively
Control the admin office suppliers in terms of stationary and cleaning items in addition to drinking water, tea sugar milk, and coffee etc. Liase with the supply department and make sure the supplies always available.
Be flexible and open to work in a dynamic and ever changing work environment
Be adaptable in terms of taking on new tasks and adjusting to ad-hoc requesting
Be friendly and welcome to all staff encourage having an open and safe environment in the office
Cover up the Finance Assistant in case there are any needs as per discretion of the manager
Perform their duties observing the MSF policies and in compliance with relevant SOPs of the department and immediately reporting to supervisor whenever compliance is or cannot be met.
Ensures follow-up and evaluation to support staff in transfer of learning to performance after L processes and learning events
Manages Learning & Development activities for the project in support of and in close collaboration with the Mission Learning and Development Manager
Identify barriers towards DEI with a focus on the projects, services and beneficiaries
Implement and monitor the DEI work plan for the project
Ensures the proper documentation, filing and the compilation of records of training courses and learning programs and regularly shares them with the hierarchical and with the functional report (HR Manager, L&D, HR Coordinator).