Personnel Administration Manager

Médecins Sans Frontières (MSF) is an international medical humanitarian organization that provides assistance to people affected by conflict, epidemics, disasters, or exclusion from healthcare. In Kenya, MSF-OCG (Switzerland) has a project in Dagahaley refugee camp and a project working to improve access to healthcare for Young/Adolescent and Key vulnerable populations in Mombasa County. MSF-OCG also responds to emergencies in the North-Eastern and the Coast regions of Kenya.

Duration: 12 Months (starting with 3 months’ probation period; renewable based on performance)
Start Date: March 2025
The selected candidate will report to the Human Resources Coordinator
Main Purpose
Responsible for ensuring that MSF is a Responsible employer, supports proper management of HR across the board and assumes full responsibility of all Administrative and legal issues in the Mission.

Accountabilities
• Knowledge of Kenya labour laws and regulations; 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
• Knowledge of MSF policies, procedures, tools, standards and principles regarding all staff’ (locally hired staff, 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.
• Responsible for the proper implementation and follow up of internal regulations and terms of employment contracts of all locally hired staff, ensuring that all staff are employed in the frame of fair labour conditions, and according to local legislation, MSF HR vision, values and principles.
• Payroll Management: Oversee and supervise effective payroll processes in the whole mission by coaching and supporting HR Assistants in all projects within the country, ensuring timely and accurate completion and compliance with MSF standard financial operations. Focal point for payroll system and finance interface (Homere & Unifield).
• Ensures that all functions and job profiles at Mission level meet with the Mission’s 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/or mixing existing functions) are requested in advance to HRCo and HRO/REHUCO for previous validation by HQ. Identifies deviations and shares them with HRCo in order to draw an action plan in case corrections are needed/convenient.
• Ensure that Locally hired 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.
• Ensures fulfillment 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 in order to prevent it. Follows up employees’ claims and keeps HRCo informed at any time.
• Incharge of DOSH audits in the mission and ensures 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 HRCo, and ensuring preparedness in case of evacuation.
• Upon request of the HRCo, maintain regular contact with ministries, national administrations, other MSF sections and other NGOs to improve/keep up to date with administrative practices.
• Knowledge of HRIS system (Homere) 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.
• Administrative management of Health Insurance for locally hired staff including contracts, payments and follow up on staff enquiries.
• Mission focal point for onboarding and induction of new staff and designing a specific onboarding experience for each project assigned.
• Prepares and compiles monthly & annual Mission HR reports and shares with HQ.
• Incharge of HR budget planning and monitoring for coordination (HR Matrix)

Requirements

Education :Essential: University Degree or further specialization in Human Resource Management or Business

Experience :Essential: Experience in HR Management positions (minimum 4 years).
Languages : Essential: Excellent command of English and Swahili
Knowledge :Essential: Computer literacy (Word, Excel, internet)

**Competencies:**Results and quality orientation,teamwork and cooperation ,people management and development.behavioural flexibility.commitment to MSF Principles & stress management