HR Administration Officer

Job Scope:

• This position provides administrative support to the 4 main pillars of the MENA HR Team: Outreach, Recruitment, Placement and Retention.
• The main function is to ensure efficient and correct administration for all core activities, with a focus on the departure of field workers, their return and their retention.

KEY TASKS & RESPONSIBILITIES

Outreach

Administrative and logistical work related to outreach and information events:

• Assist with tasks related to all events in terms of logistics and equipment
• Assist with detailed budgeting and other financial matters related to events
• Act as the go-to reference and problem solver for all practical matters during the events
• Support the recruiters to manage the social media sites related to field HR.
• Support the Field HR team with other administrative tasks as requested by the Head of the MENA HR Field

Recruitment

• Conduct a first screening to remove irrelevant applications according to predefined hard criteria Review applications and ensure completeness of candidates applications
• Invites potential recruits to pre-screening events and organizes their participation
• Assist the recruiters with the selection process implementation. Including sending invitations to candidates and provide logistical support as needed for the selection day
• Responsible for the logistics for Welcome Days training. Including the lead up to and on site support. This includes inviting candidates, arranging the venue and meals

Placement and Departures

Act as the administrative focal point for candidates who have been recruited by the HR team:

• Follow up with headquarters on all related administrative tasks for training of candidates: including visa processes, travel arrangements and accommodation
• Follow up with headquarters on all related administrative tasks for the matching and departure for all candidates: visa processes, travel arrangements
• Together with Operation Centres contribute to scaling/scoring and ensure contracts are in order for field workers.
• Responsible for entering data in the HR database, following up with candidates to ensure all data is properly filled and updated in order to facilitate the HR management process for all candidates
• Ensure each candidate’s Profile Sheet which profile sheet are you referring to? and its sharing, ensuring pre-departure briefing with all relevant MSF entities
• Facilitate reimbursement of administration cost of respective OCs and ensure that it is done either on monthly, quarterly or yearly basis.

Retention:

• Keep contacts of all field workers while in the field and in between missions
• Systematically confirm all field workers end of mission dates 2 weeks before they depart the mission and inform all relevant units and psychosocial support of the debriefing dates
• Planning and Organising briefings and debriefings in Lebanon and Egypt and/or operation centres of all field workers. This could also be done through VC, Skype or telephone.
• Facilitates field workers events upon return e.g. trainings, office support opportunities, FADs, information evenings, participation in MSF Sessions, medical and other conferences, etc.

More Information:

• Deadline for applications: 31 August 2017