Human Resources & Admin Officer

Administrative and Logistic Support

• Act as the administrative support for all branch Office staff based in Cairo
• Answering all administration related queries of staff
• Proper follow-up on all matters related to the office logistics’ needs
• Make all administrative information available to the staff (posting, meetings, etc.)
• Organize internal and external training and meetings, venue bookings, and hotel accommodations
• Control of invoices for external supplies (tea break, stationery, IT, and office supplies). According to the MSF Egypt supply procedures.
• Responsible for calculating the consumption for the (tea break -stationary) on 3 months basis. To issue and validate a 3months purchase order.
• Facilitating the collaboration between the Supply department of Egypt mission and the Cairo Office to ensure the quality of requested items in coordination with the requestor. Following the MSF standards
• Following up on logistic matters (e.g. maintenance of internet connections, backups, ACs, electricity, plumbing, construction)
• Supporting the Egypt Mission Log department to keep an inventory list of the MSF Lebanon Office in Cairo by creating a list and getting it verified by the log department of the mission
• Responsible for the validation and finalization of all needed items for any IT and office usage (water heater - coffee machine – loudspeaker - etc). As per validation IR’s

Payroll Processing 

• Monitors the preparation of attendance sheets and cross-checks absences against supporting documents (leaves, medical reports…) as well as justifications from line managers, and reports any irregularities.
• Executes the first review for payroll administration and validation: employee excludes, termination, deductions, prepayments, etc…
• Maintains and updates annual leave balance reports.
• Handles special investigations for case management by gathering information, meeting with the concerned, liaising with the legal department for advice, giving final feedback for the Head of HR, and following up on the execution of the action taken.

Events, Outreach, and Visitors Support

• Administrative and logistical work/ processes for all events organized by the Cairo Office:
• Assist with tasks related to all events in terms of securing logistics and equipment
• Assist with detailed procurement and budgeting processes also in coordination with MSF Lebanon Support Department and Egypt mission.
• Act as the go-to reference and problem solver for all practical matters during the events.
• Assist in recruitment-related administrative activities for office staff including shortlisting of candidates, interview scheduling, etc.
• Support the planning and execution of outreach events; validate those arrangements and make sure to follow the list of validated rates and suppliers of hotels and venues if applicable.
• Administrative and logistic support for all international visitors of Cairo office: o Ensures the follow-up of airport pickup and drop off, accommodation, per-idem, and tickets, sending of Welcome to Cairo documents in collaboration with Lebanon Branch Office Support Department and Egypt mission when relevant
• Support in visa requests including obtaining relevant supporting documents such as Invitation letter + work certificate+ Letter of permission.

International Recruitment Support

• Act as the administrative support for candidates who have been recruited in Lebanon and Egypt:
• Ensure completion of all medical tests requested as per MSF guidelines and host country’s measures.
• Supports the recruiters to manage positing on recruitment platforms.
• Ensure the accurate and timely submission of visa applications and Expats travel arrangements and accommodation.
• Control and validation of payments for field candidates
• Facilitate reimbursement of administration cost of respective OCs and ensure that it is done either on a monthly, quarterly, or yearly basis.