Main Purpose

Execute administrative, HR and legal related tasks to support the Personnel Administration Manager following MSF standards and procedures, to ensure legal compliance and to realize the HR capacity required to achieve project objectives

Accountabilities

• Under supervision of Personnel Administration 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 for coordination LHS staff in in conformity with legal requirements including specific amendments when necessary in order to ensure local labour and fiscal law compliance.
• Preparing monthly salary for all coordination LHS 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 HR Coordinator 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 Personnel Administration Manager in translating documents into local language and assisting in meetings upon request.
• Additional HR/ Admin tasks delegated by the Personnel Administration Manager
• Ensure proper management of guesthouses, including furniture and cleaning. Act as the primary point of contact for rent and utilities follow-up for our premises in Nairobi.
• Focal point for statutory deductions compilation and payment for mission.
• Calculate settlement for all coordination LHS and preparing necessary documents related to the LHS end of contract.
• Prepare monthly HR report for coordination
• Responsible for archiving both hardcopy and softcopy department documents, entering data into the HR database, and keeping personal files up to date.
• Responsible for managing and reviewing stock levels for office stationery and coffee break in coordination office; preparing monthly reports for HRCo and analysing quarterly consumption.
• Supervising coordination cook and cleaners including training/induction, evaluation, development, and communication.
• To be available to gap fill for project HR assistant in case of any need.
• To be available to act as project HR Assistant in any emergency project within the mission

Requirements

• Education • Essential Bachelor’s Degree in HR or HR Administration-related Diploma.
• Experience • Essential previous working experience of at least two years in relevant jobs. • Desirable experience in MSF or other NGOs in developing countries.
• Languages• Knowledge of English and Kiswahili essential
• Knowledge • Essential computer literacy (word, excel, internet)
• Competencies • Results and Quality Orientation • Teamwork and Cooperation • Behavioral Flexibility • Commitment to MSF Principles • Stress Management