Rationale/Objective for Position

We are seeking a detail-oriented and highly organized Human Resources Officer (HRO) to take the lead in managing physical personnel files, electronic records, and the Human Resources Information System (HRIS). This role is central to maintaining accurate, complete, and up-to-date staff documentation, ensuring compliance with internal standards and external requirements. The ideal candidate will bring a strong commitment to data integrity and confidentiality, with a proactive approach to identifying and closing any gaps in our records management systems.

As the custodian of HR documentation, the HRO will be responsible for systematically organizing, updating, and verifying staff files across all platforms. This includes ensuring that no critical documents are missing, regularly auditing file contents, and working collaboratively with other HR team members to improve filing processes.

In addition to file and records management, the HRO will support a broad range of HR functions. These may include assisting with recruitment processes, onboarding and offboarding activities, supporting employee relations and compliance tracking, preparing reports, payroll preparation and data accuracy, and contributing to the development and implementation of HR policies and procedures.

This position will be hierarchically and functionally accountable to the Office Human Resources and Administration Manager.

Tasks & Responsibilities

TECHNICAL AND OPERATIONAL RESPONSIBILITIES

Payroll processing

• Manage and facilitate the timely and accurate Payroll operations for monthly payrolls which includes:
  • Processing payroll-related expenses
  • Ensure Tax payments and reconciliations are done
  • Calculate and enter payroll data
  • Update employee information and deductions on the payroll platform.
  • Perform month-on-month payroll reconciliations
  • Prepare monthly payroll reports
  • Ensuring the payroll notes are correct and updated
• Manage compliance with all statutory regulations and submissions of statutory remittances complying with stipulated deadlines.
• Ensure the remittance advices are received from finance department and filed accordingly.
• Review employee data changes such as new hire entry, promotions, status changes, and terminations and update these on the payroll system.
• Respond to payroll related queries from staff.
• Prepare KRA P9 forms for staff at the beginning of every year.
• Be the focal person for audit matters regarding payroll.

Administration roles

• Ensure that the Global Data Protection Regulation (GDPR) and Protection of Personal Information Act are applied in all HR & administrative policies & processes of the Office, in compliance with local and international requirements.
• As a member of the Occupational Safety and Health Committee (OSH) and HR representative in the committee, ensure all safety and health issues are considered for staff and reflected in policies.
• Lead and prepare necessary HR files in case of audits, and HR reports to the respective departments/Auditors.

Processing of benefits: School fees benefit

• Communicate the school fees guidelines clearly to eligible staff.
• Receive and process applications for the school fees benefit from eligible employees.
• Verify the submitted documents to ensure completeness of the invoices
• Prepare the annual fees tracker for each staff ensuring accuracy of data entered
• Forward verified and approved claims to the Finance department for processing.
• Clarify any discrepancies or follow-up queries from Finance.
• Notify employees of the status of their applications (approved, pending, or rejected).
• Provide timelines for payment or reimbursement and clarify any missing or incorrect documentation.
• Ensure accurate records of deductions and taxable amounts for ease of reference
• File all documents (physical or digital) in the respective staff personal files and benefit folders.

HUMAN RESOURCES BUSINESS PARTNERING RESPONSIBILITIES:

• These roles will be applicable across all HR Officers but will be tailored to the specific staff portfolio that each HR Officer supports.

STAFF ONBOARDING

• The HR officer will support incoming staff who fall under their portfolio to ensure that they experience a seamless process while joining MSF. The tasks will include:

Step Calculation

• The HRO will receive the onboarding request from Recruitment or Cross admin and take up the responsibility of calculating the entry step for the new joiner.
• Communicate the contract details to the new joiner ensuring clarity and that all queries are answered satisfactorily.
• Liaise with travel unit to support the relocation of the joiner and their family as necessary.

Contracting

• Prepare the contract document and share with the joiner.
• Ensure that all documentation required from joiner are received.
• Ensure signing of the MSF Charter, behavioral commitment and data protection documents is completed by the joiner.

Enroll the joiner onto the applicable insurance covers

• Inpatient for Kenyan Employees.
• Ensure the new joiner and their dependents are correctly added to the cover
•  Inpatient, outpatient and Life Assurance for Non-Kenyan employees
•  Ensure the new joiner and their dependents are correctly added to the cover
•  Enrolment Health insurance for Kenyan employees.
•  Ensure the new joiner and their dependents are correctly added to the cover
• Enrolment of Life Assurance for Kenyan Employees.
•  Ensure the new joiner and their dependents are correctly added to the cover

Pension Provident Fund

• Ensure the joiner has filled out the application form.
• Submit the duly filed application form to the pension provider to ensure enrolment onto the provident fund.

Leave

•  Enrol the joiner to the leave portal and ensure accurate records of the beginning of contract

Filing

• Open a physical and electronic file and ensure all documents are filed.

Update new joiner details on the HRIS

• Updating all relevant information into the IHRS System.
• Upload all the joiner documents on the e-filing system.
•  Ensure accuracy of details for the payroll system.
• Update the Payroll notes with accurate details of the joiner.

Conduct briefing session with new joiner

• Ensure new joiner is adequately briefed on all HR matters.
• Coordinate with L&D to ensure the joiner is scheduled for all necessary courses such as Welcome to MSF, Safe use of IT, Safeguarding, Data Protection etc.
• Submit the probation form to the joiner’s supervisor and explain how it is used
•  Follow up on probation assessment at the end of three months and ensure proper documentation of the process.
• After probation ensure the new joiner is supported to complete the objective setting form.

CONTRACT MANAGEMENT

• The HR officer will ensure that ALL staff contracts for the staff under their portfolio are up to date and accurate. The HRO will ensure the following:

Drafting Employment Contracts

• Prepare employment contracts for new hires under their portfolio.
•  Ensure accurate inclusion of terms like job title, duties, salary, probation period, leave entitlements, termination clauses, etc.

Reviewing and Updating Contracts

•  Amend contracts in line with changes in employee roles, compensation, or working conditions.

Contract Administration and Recordkeeping

• Track key dates such as contract start/end dates, probation reviews, and renewal deadlines.
• Ensure step changes are communicated in time and changes updated on the payroll system.

Managing Contract Renewals and Extensions

•  Monitor contract expiration dates and initiate timely renewal or termination processes.
•  Liaise with supervisors and managers to assess performance before extending contracts.

Handling Contract Terminations

• Guide and process contract terminations, ensuring fair and lawful procedures.
• Prepare necessary documentation for exit, including final settlements and clearance forms.

FILING

• The HR officer will ensure that the filing system for the staff under their portfolio is up to date and accurate. The HRO will ensure the following:

Document Collection & Verification

• Collect all required employee documents such as contracts, ID copies, academic certificates, job descriptions, and onboarding forms.
• Verify the authenticity and completeness of documents before filing.

Organizing & Labelling Files

• Create and maintain a personal file for each employee (physical or digital).
• Label files clearly with the employee’s name, staff ID, and employment category (e.g., national, non-Kenyan, contract, etc.).
• Update the HRIS and ensure correctness of data for staff at all times.

Filing, Updates & Maintenance

• Ensure all updates such as promotions, performance reviews, disciplinary actions, and training records are promptly added to the file.
•  Regularly review files to ensure accuracy and completeness.

Ensuring Confidentiality & Security

•  Maintain strict confidentiality and data protection standards when handling employee files.
• Store physical files in secure, locked cabinets and digital files in encrypted, access- controlled systems.

Archiving & Disposal

• Archive inactive or exited employee files according to the organization’s retention policy.
• Ensure proper and secure disposal of outdated or expired documents in compliance with legal and organizational requirements.

Compliance & Audit Readiness

• Ensure that all filed documents meet legal, organizational, and audit standards.
• Prepare and organize files for internal or external HR audits as needed.

MANAGEMENT OF THE PERFORMANCE MANAGEMENT SYSTEM (PMS)

• Collaborate with the staff’s supervisor to complete the PMS documents.
• Support the processes of objective setting, mid-year reviews and end of year appraisals.
• Prepare accurate and comprehensive reports on the outcomes of performance management processes for staff within the assigned portfolio.
• Support and communicate performance evaluation processes criteria and timelines to ensure adherence by staff within portfolio.
• Address employee inquiries related to performance evaluation onboarding job descriptions poor performance and performance reviews.

STAFF DEBOARDING

• The HR officer will support the role of deboarding for staff under their portfolio to ensure a smooth and respectful transition for both the departing employee and MSF. The tasks will include:

Exit Communication & Documentation

• Acknowledge resignation or termination formally in writing.
• Provide a clear offboarding checklist to the employee and relevant departments.
• Coordinate final working dates, handover timelines, and responsibilities.
• Update Payroll notes with the exit details and payments.

Clearance & Handover Process

• Ensure all company property is returned (laptops, ID cards, phones, etc.).
• Oversee a structured handover of duties and responsibilities to colleagues or successors.
• Confirm the revocation of system access and credentials with IT.
• Remove the exiting staff from the various insurance covers and confirm with the providers.

Final Settlements

Coordinate the final payroll processing, including:

• Accrued leave balances.
• Any final payments or deductions.
• Severance or benefits (where applicable).
• End of contract relocation dues where applicable.
• Support the exiting staff to process their provident fund.
• Issue the discharge of liability document.
•  Issue the certificate of service.

Exit Interview

• Conduct an exit interview to gather feedback on the employee’s experience, reasons for leaving, and suggestions for improvement.
• Document key insights for organizational learning and retention strategies.

Compliance & Recordkeeping

• Ensure that all legal and organizational requirements related to termination are met (e.g., notice periods, documentation).
• Update personnel records to reflect the employee’s exit.

Communication to Stakeholders

• Inform relevant departments (e.g., Finance, IT, Facilities) of the exit schedule.
• Communicate the departure professionally within the team, maintaining confidentiality and respect.

Death of employee

• Liaise with the listed next of kin for processing of benefits.
• Obtain a copy of the death certificate from the next of kin.
• Hand over any personal effects to the identified next of kin.
•  Follow up with next of kin for return of organization’s assets.
• Process all dues to the next of kin while following the necessary legal provisions.
•  Close and archive the employee’s personal file according to HR policy and retention guidelines.

Qualifications

Education

• A bachelor’s degree in human resource management, Administration, or an equivalent qualification from a recognized institution.
• Applied knowledge of HRIS tools and processes.
• Knowledgeable on issues of Diversity, Equity and Inclusion.
• Fluency in English is required, and knowledge of French and a third language is an added advantage.

Experience

• At least three (3) years of experience in Human Resources and Administration with prove experience in people management.
• Experience in payroll management and staff administration, recruitment, training and performance management.
• Experience with MSF or other humanitarian NGOs is an added advantage

Competencies

Technical Competencies

• Excellent IT skills.

Behavioral/General Competencies

• Commitment to MSF’s Principles
• Ability to adapt and pragmatism
• Excellent judgment and diplomacy
• Motivation for working in the humanitarian sector
• Ability to prioritize ongoing vs. immediate needs appropriately
• Strong interpersonal, written and oral communication skills
• Ability to work with a minimum of supervision
• Ability to be accountable
• Ability to adapt and pragmatism
• Teamwork and Cooperation
• Keen attention to detail with ability to track multiple projects at one time
• Ability to handle a large volume of work
• Outstanding proven time management and organizational skills

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Main purpose

Organizing and ensuring medical consultations to the target population providing treatment to patients within the scope of his/her medical competencies and referring them when appropriate, according to MSF protocols, procedures and the universal hygiene standards in order to guarantee quality and efficiency of the service provided.

Accountabilities

• Ensuring the implementation and standardization of MSF clinical protocols, tools, and hygiene protocols in order to minimize clinical risks and to guarantee the quality of patient care management. Promoting and maintaining confidentiality regarding all patient cases and records
• Implementing proper physical examination, diagnosis, prescription, and prevention procedures that fall under the scope of his/her competencies applying medical knowledge, asking appropriate questions to patients and following protocols in force as well as using laboratory services, when necessary, in order to ensure correct diagnosis, appropriate medical treatments and to refer patients when appropriate.
• Participating in the planning and supervision, in close coordination with other supervisors, the HR processes (sizing, staff shifts, recruitment, training, evaluation, development and communication) of the team to ensure both the sizing and the amount of knowledge required, improve people triage capabilities, their motivation and commitment and their active participation in teaching the targeted population on therapeutic and preventive protocols.
• Ensuring that all staff using medical devices are qualified and trained. Ensuring cleaning and minor maintenance tasks are performed according to the protocols. Reporting any malfunction to the project biomedical service.
• In cases of emergency, carrying out first aid care and treatment according to protocols in order to reduce mortality rates
• Recording in the individual patient’s card and registration books, all performed medical activities (drugs prescribed, lab results, vaccination status, epidemiological activity, doses, etc.) keeping data traceability in order to ensure patients treatment continuity.
• Participating in data collection and reporting when required.
• Knowing and implementing Patient Therapeutic Education (PTE), i.e. keeping contact with all patients, providing them information regarding their health state, and responding to their questions.
• Knowing and promoting the proper application of Post Exposure Prophylaxis (PEP) Kit and Sexually Gender Based Violence (SGBV) protocol

MSF Section/Context Specific Accountabilities

• Perform consultations to patients due to undergo surgery, evaluating the risks of operating in collaboration with the surgeon/Medical officer, checking that patients authorize their operations in writing, providing them with appropriate information on their illness and treatments, and deciding on what type of anaesthetics to be used, in order to collaborate in setting everything up before surgery.
• Evaluate the risk of operating in collaboration with the Surgeon Doctor.
• Carry-out all nursing anaesthetics related activities during surgery, according to the procedures set before-hand by anaesthesiologist (if any); to collaborate in patient’s adequate anaesthetized state and safety during the process.
• Prepare beforehand the drugs, material, and equipment required.
• Administer and maintain anaesthetics following the rules of hygiene and asepsis in force.
• Monitor patients throughout the whole intervention. Reference person for pain problems within the health facility.
• Provide post-operative care, including immediate post-operative surveillance in the recovery room (ensuring patient’s recovery of consciousness and setting analgesic protocol) and special patients present in the intensive care unit, to adapt the prescriptions (hydric resuscitation, anti-biotherapies, analgesics), with special focus on patient’s pain relief, during the stabilization and recovery process.
• Do round consultations with the Surgeon/ Medical officer once or twice a day, discussing therapeutic orientations with the department manager, renewing prescriptions and ensuring they are followed and systematically evaluating patients’ pain to adapt prescriptions and/or therapies for their relief.
• Implement and follow at all times hygiene rules, procedures and protocols, as well as look after the integrity of anaesthesia material (decontamination, sterilization, storage conditions, etc.) and other equipment, in order to ensure the safety and protection of patients and other staff. Know accidental blood exposure policy and procedure and implements them when necessary.
• Carry out all pharmacy related activities (stock control, station’s re-stocking, inventories, expired drugs, etc.) and other equipment of anaesthetic ward, doing special follow-up of narcotics and sedatives (register, consumptions, empty phials, etc.), ensuring enough stock-up and the good functioning to carry-out the medical activities. Draw up pharmacy orders according to needs.
• Collaborate with other departments within the project (responding to accident emergency department requests, intervening in support of other services when needed, etc.), to support the overall MSF project with his/her expertise and capabilities.
• Carry out administrative procedures and documents (fill in of patients files, forms, statistics, data base, etc.), to have updated and correct information about the day-to-day activities.
• In collaboration with the Surgeon/ medical officer Doctor, carry out quantitative surgical-anaesthesia data collection, draw up and send out reports for the monthly follow up of peri-surgical mortality and for the quality of anaesthesia/pain management and informs immediately the direct supervisor in the event of medical error.
• Support other medical services whenever needed, particularly accident and emergency department and midwifery and obstetrics team in the maternity department (specially to resuscitate newborns).
• When applicable train other medical staff.

Requirements

• Education • Essential Clinical Officer Diploma and higher diploma in Anaesthesia
• Experience • Essential 2 years of working experience in anaesthesia Previous experience in other NGO’s/MSF is an asset
• Languages • Proficiency in English and Kiswahili is essential. Somali would be an asset
• Competencies • Essential computer literacy • Results oriented, teamwork, flexibility, commitment and stress management

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