Deputy HR Coordinator

Main Purpose

The Deputy HR Coordinator works closely with the HR Coordinator to help ensure proper HR and administrative management of the mission. He/she is the back-up of the HR / FIN Co, able to step in and fully assume the responsibilities of the HR Coordinator when s/he is absent. Additionally, the Deputy HR Coordinator:

• is the first-line technical referent supporting field admin for national staff administration (rules, procedures, Homere, etc.)
• is responsible of the daily follow-up and management of the administrative issues
• Advises HRFIN Co and helps ensure legal obligations are respected in the mission.

Accountabilities

• The HR Coordinator can delegate ad hoc any responsibility to the Deputy HR Coordinator, depending on the dimension of the Mission. Among others, the Deputy HR Coordinator could:
• Participate in the Human Resource planning, implementation and monitoring in the mission to properly achieve the mission’s objectives and respond to needs that may arise, particularly:
• Participate in the definition of job profiles, and the mission set-up in terms of HR needs
• Provide support to the HRCO in the definition of the mission HR strategy
• Participating in the project opening and closing and its time-frame from HR perspective.
• Provide support to field teams in order to guarantee good performance and management.
• Provide support to the mission in terms of the mission registration with the relevant Ministries (MOH, MOSS and MOFA)
• Provide support for the Clinic registration with the relevant authorities
• Provide support to field coordinators, field Administration Managers and other supervisors in all HR related issues, provide technical support ensuring they understand and apply HR management policies and tools.
• Provide support in the legal, administrative HR management of the mission, for both national and international staff, on issues related to Labour law, contracts, salaries, social security, labor relations, health insurance systems, etc.
• Check together with HRCo the living standards of international, regional, localized staff and help monitoring international staff’s movements (visas, tickets, Work Permits etc.)
• Participate in the selection and recruitment processes, as well as in the induction programmes and welcome briefings/sessions in order to recruit and prepare the most suitable candidates for the mission
• Participate in the identification of staff development, training needs / potential to promote the professional growth of people within the organization.
• Report to the HRCo on the implementation of HR policies in the field as well as of any incidents / problems that may arise and make proposals to improve HR management in the field.
• Support HRCo in the overall administration of the Mission.
• Represent MSF in meetings with Authorities and other NGOs for issues related to HR and Administration, at the request of the HRCO and the Head of mission.
• Support HRCO in all reporting tools under his/her responsibility.
• Support all the projects HR in Homere related issues (Homere referent) in order to maintain a quality data bases.
• Provide training for all newly recruited HR staff ( expat & national) in all MSF HR policies and tools including Homere

Additional tasks:

• Responsible for the whole process of the work permits starting from communications with HQ for expat validated list to MMP with all legal requirement.
• Drafting and payments dues for all service or rental contracts for Coordination.
• Vodafone delegation (follow up reimbursement by all expats for all private call.
• Communication verbal and written with authorities and writing the official letters
• Responsible of the monthly calculation and validation of salaries and taxes for whole mission.
• Cash Request preparation
• National Staff files
• The fully responsible for Social insurance management) staff in & out , contributions for employer and employee , yearly reconciliations ,declare the total number of insured employee each 6 months to government ) .