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Human Resources Assistant
MSF - Holland Department, Quetta
Apply By Oct 27, 2020
Job Description (total positions: 1, posted on: Oct 15, 2020)

Main Objective:

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.

Responsibilities/Activities:

  •  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

Management of HR National Staff

  • Prepare individual contracts and maintain accurate and timely records of all staff documents (paper and Homère): IDs, photos, signed contracts, job descriptions, disciplinary decisions, EOBI registrations, MSF ID cards, dependents lists, educational and work experience certificates, holiday and training entitlement, job evaluations and all related HR and administrative documents. Update Homere accordingly on monthly basis.
  • Monthly salary preparation: collecting Rosters, overtime sheets, prepares monthly payroll, preparing monthly pay slips for all staff, editing and updating the necessary data, in order to ensure the punctuality and accuracy of staff payroll and overview for approval and effect payment.
  • Annual leave management: in collaboration with Fin/HR Manager, plan and follow up of leaves of the NS, keep records up to date in Homere;
  • Roster management: ensure that the working hours are according to IR; taken leaves and sick leaves are submitted to HR department;
  • Performance Evaluation management: ensure that objective of all staff are set and submitted to HR department; assure that  mid-year and end year Evaluations are done on time by informing the Supervisors;
  • Assist with the development and correct implementation of staff recruitment processes according to MSF guidelines and protocols in collaboration expat Log and Project Coordinator;
  •  Follow up the hiring and payment of Daily workers; keep updated Daily worker Pool list accordingly;
  •  Ensure IR, Code of Conduct and HR policies are properly and transparently communicated to all staff and provide advice to PC/Expat LogAdmin/ All Around Log on HR/Finance related matters where required; conduct refresher sessions on IR, Code of Conduct and HR Policies accordingly if there is a need;
  • To arrange local training for staff coordinating with L&D manager; as well as arranging trainings in the Project, such as : English, Urdu, Computer classes, Sanau training and etc;
  •  Reviews transactions related to HR that provisions of the Internal Regulation and MSF Policies and procedures have been applied properly and report to expat log admin for any breach of administrative procedures foresee.
  • Initiate, maintain and improve on office administrative procedures;
  • 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.

Administration

  • Prepare and maintain all rental/lease contracts to ensure timely renewal/cancellation as required;
  •  Set up and maintain a proper filing and documentation system (hard and soft copy);
  • Initiate, maintain and improve on office administrative procedures;
  • Arrange travel/flight/accommodation bookings for all staff on official visit;
  • Does monthly orders and follows up the consumptions of food and non food items for office and living houses

Supervision of Domestic and Administrative staff

  • Coordinate cooking/cleaning activities in the project: scheduling, monitoring, troubleshooting; 
  • Supervise, coach and organizes the work of staff under her/his direct supervision i.e. project accountant, HR supervisor (if applicable), cooks and office/ house cleaners, including the work Schedules and leave planning
  • Monitors the need of replacers for domestic and administrative staff and daily workers.

Reporting

  • Preparation HR Monthly report
  • Preparation of monthly HR report data (on request) 

Others/Various

  • (If applicable) follows Up / Monitors NOC applications, extensions and field stay approvals by Government functionaries.
  • Together with Project Coordinator Assistant and if/ when required, liaisesogether with Project Coordinator Assistant,  , NOC with local authorities for registration of expatriates (visa, NoC)
  • Ensure timely NOC applications for all MSF Balochistan expats in close coordination with all MSF Balochistan Project Coordinators and the MSF Islamabad office. Monitor the application and approval process and ensure timely NOC clearance by regular follow-up at the Home Department. (QTA Admin is doing this now).
  • Assist the visa application process for all MSF expats in Balochistan in collaboration with the Project Coordinator and the MSF Islamabad office. Monitor the application process and follow-up on action dates. (QTA Admin is doing this now).
  • Participates in briefing of new international on Internal regulations and cultural.
  • In liaison with the coordination, keeping the international personnel follow up forms updated: arrival and departure dates, copies of passports and visas
  • Provides expatriate details to external agencies after approval from PC
  • Maintains full confidentiality concerning all work-related information
  • Acts as a translator, if needed

Requirements:

Education:

  • Desirable finance, business or administration related diploma

Experience:

  • Essential previous working experience of at least two years in relevant jobs
  • Desirable experience in MSF or other NGOs in developing countries

Languages:

  • Mission language and local language essential

Other Competencies:

  • Essential computer literacy (word, excel, internet)
  • Results and Quality Orientation L2
  • Team work and Cooperation L2
  • Behavioural Flexibility L2
  • Commitment to MSF Principles L2
  • Stress Management L3

Required Skills

Report Writing, Recruitment Skills, Result & Quality Oriented,

Industry
N.G.O./Social Services
Category
Health & Medicine
Job Type
Contract ( First Shift (Day) )
Gender
No Preference
Minimum Education
Diploma
Degree Title
Desirable finance, business or administration related diploma
Career Level
Entry Level
Minimum Experience
1 Year(Essential previous working experience of at least two years in relevant jobs)