Office Human Resources and Administrative Manager – Médecins Sans Frontières/Doctors Without Borders (MSF)

Introduction

Médecins Sans Frontières/Doctors Without Borders (MSF) is an international independent medical humanitarian organisation that provides assistance to people affected by conflicts, epidemics, and natural or human-made disasters and excluded from healthcare. We provide this assistance without discrimination, irrespective of race, religion, creed or political affiliation.

About MSF Eastern Africa

MSF Eastern Africa is the regional institutional office of MSF. It focuses on representation and networking, recruiting and supporting staff from the region, communications and fundraising, as well as working on other dossiers of importance to MSF such as Diversity, Equity and Inclusion (DEI), mutualization, training, medical operational support and environmental health.

Rationale/Objective for Position

The Office Human Resources and Administrative Manager is responsible for contributing to the development, review and leading the implementation of HR and administrative policies and procedures of the office, ensuring compliance with the local Kenyan Legal frame and adhering to other global standards and requirements for staff management as an institutional office, through active link with other MSF offices globally.

The job holder is also responsible for leading the Office HR Administration Team in coordinating and supporting global operational, administration and hosting needs in both HQ and MSF Movement.

Tasks & Responsibilities

Strategic Responsibilities

• Contribute and actively participate in the development, implementation, and execution of MSF EA’s HR & Administration strategy.
• Develop and implement Administration, Travel and Movement Policies aligned to the Section’s Vision and Global MSF Movement with enhanced mutualization and collaborations..

Technical and Operational Responsibilities

• HR Planning, Management, Reporting and Communication
  • Lead and coordinate end-to-end HR Administration and travel Management processes for all staff including hosted staff.
  • Develop, Implement, and communicate hosting, administration and travel policies and guides with the guidance of the Head of HR and Administration.
  • Develop, review, and implement performance management systems for the section with the guidance of the Head of HR.
  • Actively contribute and participate in the HR annual plan and give inputs to the Head of HR and Administration in development of the HR unit in line with the HR strategy.
  • Contribute and participate in the development, implementation, and execution of MSF EA’s HR and administrative policies.
  • Act as ‘Account & Process Owner’ (technical manager) of the office Human Resources Information System (Odoo, dynamics etc).
  • Provide the Head of HR and Administration; and management with relevant reports/metrics on staff data and indicators for reporting and decision making and ensure proper follow-up for staff in the HRIS.
  • Provide support to supervisors or any other staff on HR policies and procedures, including grievances, disciplinary matters, and other HR-related issues, within the legal framework of the EAS.
  • Ensure exit interviews are conducted for staff prior to their departure and give feedback to the relevant Unit Head.
  • Follow up on employees’ claims and keep the Head of HR and Administration informed at any time.
  • Support the Head of HR and Administration with any global HR initiatives for the office.
  • Identify opportunities for engagement through mutualization with the hosted MSF entities by organizing information sharing, support in relation to administration, travel and movement management within/outside the Eastern Africa region.
  • Contribute to and implement staff health, learning, recruitment and rewards initiatives and policies within the Section.
• Orientation
  • Support in the development and implementation of guidelines/frame for HR induction for all new staff and ensure that all staff are aware of HR policies and procedure
• Administration
  • Responsible for administrative contracts and ensure that legal considerations are considered and applied to mitigate risks.
  • Link with all offices on all aspects of staff contracting and administration, and ensure all contracts comply with the requirements of the office and Legal frames (Kenyan staff, non-Kenyan staff, Hosted positions).
  • Review the monthly office Payroll and ensure proper management and application of the Legal and EAS employment frame on remuneration and rewards for all category of staff. Oversee the implementation of all insurance contracts for staff in the office as required by the law and health policy and guidelines.
  • Ensure an efficient filing system of all physical and electronic administrative files, granting strict confidentiality of employees’ personal files and other administrative private documents.
• Travel, Admin and Movement Management
  • Accountable and Responsible for Management, Coordination of Travel Movements for all staff based at the EA Office ensuring clear Processes and procedures are in place.
  • Ensure legal working status for staff and dependents in the country by ensuring valid working documents and information are available on time.
  • Act as the focal person for hosting external training and meetings advising the entities and identifying the right resources to support.
  • Actively participate and collaborate with the Regional Protocol Office and ensure implementation of legal protocol and initiatives for compliance with the HCA (Host Country Agreement)

Other Responsibilities

• As a member of the Occupational Safety and Health Committee (OSH) and HR representative in the committee and ensure all safety and health issues are considered for staff and reflected in policies.
• Ensure that Global Data Protection Regulation (GDPR) and Protection of Personal Information Act is applied in all HR & administrative and travel policies & processes of the Office, in compliance with local and international requirements.
• Plan, direct, supervise, and coordinate work activities of the HR, Admin & Travel team.
• Mentor and coach, the office HR and Admin team.
• A Bachelor’s degree in Human Resource Management, Administration, or an equivalent qualification from a recognized institution.

Qualifications

Education

• Knowledge of HR functions (payroll & benefits, recruitment, training & development, etc.)
• Knowledge and understanding of Kenyan labour laws and disciplinary procedures.
• Membership in a Professional HR Body is an added advantage.
• Fluency in English is required, and knowledge of French and a third language is an added advantage.

Experience

• At least five (5) years of experience in HR/administration, with proven experience in people management.
• Experience implementing Human Resource Management Systems, Tools and Processes.
• Experience with MSF or other humanitarian NGOs is an added advantage.

Competencies

• Technical Competencies
  • Communication, negotiation, and conflict management skills.
  • Strong interpersonal, facilitation and presentation skills.
  • Excellent IT skills.
• Behavioral/General Competencies
  • Objectivity and critical thinking
  • People Management Skills
  • Proven leadership skills
  • Commitment to MSF’s Principles
  • Cross-cultural Awareness
  • Strategic Vision
  • Results and Quality Orientation
  • Service Orientation
  • Planning and Organizing
  • Initiative and Innovation
  • Teamwork and Cooperation
  • Networking and Building Relationships

What We Offer:

• An Open ended, full-time employment contract through MSF East Africa Section Office in Nairobi, Kenya.
• An annual salary of EUR27,145 at HQ Level 8 based on a full-time appointment.
• Global benefit package; includes school fee benefit/support for dependents and other allowances ranging between EUR 620 to 1,159/month based on individual & administrative status.
• Other benefits include; 25 days of annual leave, Employer Pension contribution, Medical Insurance cover (staff and family), Relocation support for non-Kenyan residents etc. based on MSF EA terms/conditions.