Country HR and Admin Support

Background

In mid-2019, OCB launched a reform aiming to provide more autonomy to projects. Southern Africa missions (Mozambique, Zimbabwe and South Africa) have been chosen as the first pilot, and an innovative and transformational approach will be implemented in 2020 in the region. This unique set-up will promote increasing responsibility and competencies at the project level by altering the responsibility of today’s national coordination teams, who will transition towards needs-based Country Support Teams (CST). A Regional Support Team (RST) will be established as the first line of contact for the projects for strategic matters. The RST will report directly to the OCB Director of Operations.

Summary

The Country HR & Admin Support will work together with the Regional HR Team Leader to ensure the implementation of various MSF HR policies in line with national labour legislation and ensure the availability of appropriate human resources (HR) for the proper functioning of the country support office. Under the supervision of the Country's Operational Representative, he/she will ensure proper HR management following established policies. He/she will perform administrative management (contracts, leaves, and general follow-up) for the support offices.

Minimum Requirements

• University degree in Social Sciences, Human Resources or equivalent
• Essential: Working experience of at least two years in Human Resources Management and payroll management
• Essential: Experience in working with HRIS systems
• Essential: Experience with working on EMP201 (PAYE, SDL, UIF), EMP501, IRP5, Tax directives, Employment Equity
• Reporting (EEA2 and EEA4), COIDA, etc
• Essential: South Africa Labour Law / Labour Relations Experience
• Good organisation, negotiation, problem-solving and communication skills
• Flexibility and stress tolerance
• Ability to identify and report risks and problems
• Fluency in written and spoken English
• Desirable: Other local languages
• Excellent knowledge of Microsoft Office Suite
• South African citizen or holder of a valid South African work permit

Responsibilities

• Know labour legislation in force in country/project keep her/himself informed of any amendment made in labour legislation by regularly checking legislation sources and/or regularly meeting with a lawyer and other local authorities.
• Know all 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 country/mission reality and ensures an equitable, efficient, transparent, fair and accountable implementation by all relevant staff throughout the country/project.
• Is giving support to the project HR Manager in 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, providing the confirmed implementation of the HR policies within the country/project
• Ensures regular administrative meetings with project management take place 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, amendments to Internal Regulations, etc.)
• Will have an advisory role around all functions and job profiles at Project level meet with the country/mission function grid approved by 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 mixing existing functions) are requested in advance to Regional HR Team Leader for validation by HQ. Identifies deviations and shares them with Regional HR Team
• Leader to draw an action plan in case corrections are needed/convenient
• Provides support regarding National Staff remuneration (salary, post adjustments, compensations, final settlements, etc,) and benefits (holidays, leaves, social coverage, health coverage, etc.) meet with the country/mission 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 Country Finance and Accountancy Support, ensures fulfilment of national legislation regarding employees’ taxes and social security at the Country level, checks that monthly declaration forms for taxes and employee/employer social security contributions are correct and sends them to the Financial Department and provides support to the Project HR Managers on these topics
• Directs, advises and coaches the Project HR Managers to adequate legal support when needed or/and directs the latter to the most appropriate solution according to the national law
• Gives Project HR Managers guidance to ensure that MSF, as an employer, and all MSF employees comply with safety and risk prevention measures as stated by local legislation and/or MSF standard policies and procedures.
• Further directs the Project HR Managers to the implementation of these measures and the detection of such needs;
• Effectuates regular visits to the projects in order to spot HR issues and provide support, trainings, informative sessions or workshops related to the topics which are the core of his/her role
• Provides appropriate support to the project HR Managers in case of Labor or EEA Inspections
• Maintains regular contact with ministries, national administrations, other MSF sections and other NGOs to im-prove/keep up to date with administrative practices
• Knows Homère in depth and ensures a proper parameterisation, use of the system and quality of data throughout the country/mission, being her/himself the Projects’ technical reference in absence of a person specifically in charge of the system
• Follows up the day-to-day tasks of the HR and Admin Assistant and the Liaison Officer
• Ensure, that all international and internal movements for CST and RST are properly managed (visas, tickets, per diem when necessary, dates of arrival/departure, etc.), and ensure proper accommodation conditions (i.e. room, food, etc.) by informing all relevant people/departments
• Responsible of payroll management, checking the correctness of files vs input in Homère before transferring all payroll files in country/mission to outsourced company, communicating changes to outsourced company, online payroll closure, etc
• Is responsible of all the mandatory reports: EMP201 (PAYE, SDL, UIF), EMP501, IRP5, Tax directives, Employ-ment Equity Reporting (EEA2 and EEA4), COIDA, etc
• Focal point for the preparation and diffusion of internal memos regarding HR management in country/mission and projects in collaboration with the HR Managers of the projects
• Participates and leads the recruitment procedure for the Country Support Team
• Jointly with the Country Finance and Accountancy Support, prepare the budget for the Country Support Team
• Validates invoices regarding transport, lease agreements, per diems, accommodation and generally all administrative and HR-related expenses
• Focal point for communication with the lawyers on labour law and other cases requiring legal support
• Leads with the Project HR Managers and support of the Regional HR Team Leader, Compensation and Benefits unit, and Norway Benchmark unit, the Benchmark review and benchmark data collection process and with the support of RST to communicate to the country/mission on the implementation thereof.
   

To apply, please email your CV and motivation letter (with three contactable references) to: msfocb-southafrica-admin@brussels.msf.org

MSF reserves the right not to make an appointment if a suitable candidate cannot be found. While MSF thanks all interested applicants, only short-listed candidates will be contacted.

MSF values diversity and is committed to create an inclusive working environment. We welcome applications from all qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, colour or ethnic and national origins, religion or belief, or sexual orientation and all other diversity characteristics.

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