Personnel Administration Manager

JOB VACANCY

MEDECINS SANS FRONTIERES FRANCE –BLANTYRE

 Médecins Sans Frontières (MSF) is a non-profit, independent international humanitarian organization committed to delivering medical aid to populations facing crises, with a steadfast commitment to impartiality and without regard to race, religion, creed, or political affiliation. In Malawi, MSF works closely with the Ministry of Health and local communities, focusing on the Cervical Cancer project in Blantyre and Chiradzulu districts, as well as the CBO Project in Zalewa and Dedza districts. The CBO project run by MSF France supports two Community Based Organizations —one in Zalewa, Neno District, and another in Dedza District—to enhance sex workers’ access to Sexual and Reproductive Health and Rights (SRHR) services.

MSF France is looking for its Coordination Office:

Personnel Administration Manager – 1 POSITION 

Workplace                   :        Personnel Administration Manager
Type of contract   :                 1-year Fixed Term Contract with the possibility of extension
Start date   :    As soon as possible

Main purpose of the position

Is responsible of ensuring that MSF is a Responsible employer in the mission, supports proper management of HR across the board and assumes full responsibility of all Administrative and legal issues in the Mission.

Accountabilities  

• Know Malawian labour legislation in force in mission country; keep her/himself informed of any amendment made in labour legislation by regularly checking legislation sources and/or regularly meeting with lawyer, other local authorities at this level.
• Familiarise themselves with MSF policies, procedures, tools, standards and principles regarding all staff’ (national, international, regional, etc.) working conditions, benefits and remuneration, job profiles and function grids, health coverage, etc., adapts them to the Mission reality and ensures an equitable, efficient, transparent, fair and accountable implementation by all relevant staff throughout the Mission.
• Is responsible for the proper implementation and follow up of internal regulations and terms of employment contracts of all national staff, ensuring that all staff is employed in the frame of fair labour conditions, and according to local legislation, MSF HR vision, values and principles.
• In close collaboration with Human Resources Coordinator (HRCo), ensures regular administrative meetings with all staff throughout the mission take place in order to ensure they are aware and respect their rights and duties and to inform them of any change in Labour legislation and general employment framework which may affect them (i.e. legal amendments, changes in local practices, new HR-Admin policies or procedures and amendments to Internal Regulations)
• Is responsible to ensure that all functions and job profiles at Mission level meet with the Mission’s function grid approved by Head Quarters (HQ) and are aligned with MSF Standard Job Profiles and Function Grid, and that any new function or amendment to an existing one (including significant changes in responsibilities and/or mixing existing functions) are requested in advance to HRCo for previous validation by HQ. Identifies deviations and shares them with HRCo to draw an action plan in case corrections are needed/convenient.
• Is responsible to ensure that National Staff remuneration (salary, post adjustments, compensations, final settlements, etc,) and benefits (holidays, leaves, social coverage, health coverage, etc.) meet with the Mission’s salary grid validated by HQ, Internal Regulations and HR policies, ensuring MSF acts as a responsible employer at any time.
• In close coordination with the Financial Coordinator, ensures fulfilment of national legislation regarding employees’ taxes and social security at Mission level, checks that monthly declaration forms for taxes and employee/employer social security contributions are correct and sends them to the Financial Department.
• Informs HRCo in case a legal risk is detected within her/his area of responsibilities and suggests actions to take to prevent it. Follows up employees’ claims and keeps HRCo informed at any time.
• Ensure that MSF, as an employer, as well as all MSF employees comply with safety and risk prevention measures as stated by local legislation and/or MSF standard policies and procedures.
• Ensure an efficient filing system (physical and electronic files) of all administrative files at Mission level, granting strict confidentiality of employees’ personal files and other administrative private documents upon request of Human Resources Coordinator, and ensuring preparedness in case of evacuation.
• Upon request of the Human Resources Coordinator, maintain regular contact with ministries, national administrations, other MSF sections and other NGOs to improve/keep up to date with administrative practices.
• Knows Homère in depth and ensures a proper parameterization, use of the system and quality of data throughout the Mission, being her/himself the Missions’ technical reference in absence of a person specifically in charge of the system.
• Ensure, in close collaboration with HRCo and Logistics department, that all international and internal movements in the Mission are properly managed (visas, tickets, per diem, when necessary, dates of arrival/departure, etc.), and ensures proper accommodation conditions (i.e. room, food, etc.) by informing all relevant people/departments.

Requirements

How to Apply

Applicants meeting the requirements are encouraged to send their Cover Letter, Updated CV, ID Copy, and relevant certificates, in Pdf or word format, to The Human Resources Coordinator (HRCo) at Médecins sans Frontières (MSF) France through email to   msff-lilongwe-recruitment@paris.msf.org. Please use the subject line “Personnel Administration Manager, Your Full Name,” and ensure that each file is appropriately labelled, such as “CV – (Name)”. Please note that incomplete applications will not be considered. Indicate only the Position and Your Full Name as the Subject Line of the email.

Closing date for receiving applications is January 17, 2025 Only shortlisted candidates will be contacted.

MSF is an equal opportunity employer: all applicants will be equally considered under the same criteria and expectations. MSF does not charge any application/recruitment or training fees: if ever you are requested to pay any amount to process your application or access employment with MSF, do not pay and please inform the MSF administration on email:  msff-lilongwe-recruitment@paris.msf.org as soon as possible.