Human Resources Assistant

Main purpose of the Position

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

Accountabilities 

• Under supervision of the Project HR 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 in conformity with legal requirements including specific amendments when necessary, in order to ensure local labour and fiscal law compliance.
• Preparing monthly pay slips for all 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 Administration Manager 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 Project HR Manager in translating documents into local language and assisting in meetings upon request.
• Additional HR/ Admin tasks delegated by the Project HR Manager.

MSF Section/Context-Specific Accountabilities 

• Coordinate guest, visitor, guesthouse, and hotel accommodation arrangements.
• Supervise cooks and cleaners and coordinate their daily work activities.
• Monitor guesthouse kitchen operations and manage food box distribution and records.
• Prepare staff food allowances, daily labour payments, and hotel accommodation payment requests.
• Update and communicate monthly staff leave balances to  departments.
• Coordinate communication with candidates regarding written examinations and interviews.
• Prepare Internal Requests (IRs) and consumable material requests for office, kitchen, and guesthouse requirements.
• Prepare and process monthly staff pension and tax contributions.
• Maintain and update staff hard-copy files and ensure staff records in Homere are regularly updated.
• Support project recruitment processes, including candidate communication and recruitment administration.
• Prepare monthly payroll and monthly per diem payments for international staff (IMS).
• Collect and verify monthly rosters, overtime, paid leave, sick leave, and other payroll-related documents before payroll processing.
• Prepare employment contracts, contract amendments, and staff settlement documents.
• Prepare and regularly update the staff dependants list and share it monthly with the Staff Health Unit.

Education:

Essential:

• Bachelor’s degree in business /administration / human resources or social sciences & Humanities. Psychology, Industrial-Organizational Psychology, Communication, Labour Relations

Experience:

Essential:

• A minimum of two (2) years proven professional experience in a similar position

Desirable:

• Working experience in MSF or other NGOs

Other Requirements:

• Essential: Basic Ethiopian Labour Law Knowledge. Organizational Skills, Discretion and Confidentiality, Detail Oriented, Interpersonal Communication
• Essential: Excellent written and spoken English skills: Fluency and Knowledge of additional local languages would be an asset.
• Essential: High level of Computer literacy (Word, Excel, PowerPoint, Outlook, Teams, Internet).

Competencies :

• Commitment to MSF’s Principles. L2
• Behavioral Flexibility L2
• Stress Management L3
• Results and Quality Orientation L2
• Teamwork and Cooperation L2