MSF ICO HR Administrator - 2 positions

Médecins Sans Frontières (MSF) is an international, independent, medical humanitarian organisation that delivers emergency aid to people affected by armed conflict, epidemics, healthcare exclusion and natural disasters. MSF offers assistance to people based only on need and irrespective of race, religion, gender or political affiliation.

MSF International is the legal entity that binds MSF’s 24 sections, 28 associations and other offices together. Registered in Switzerland, MSF International provides coordination, information and support to the MSF Movement, as well as implements international projects and initiatives as requested.

The MSF ICO HR Administrator (Hereafter: HR Admin) is administratively managed by the International Office and reports hierarchically and functionally to the ICO HR Team Leader.

The HR Admin strives for excellent HR administration for NCR International Mobile Staff (Hereafter: employees) within the mandate of MSF ICO. The HR Admin performs end-to-end HR administration related to employment contract management and processing benefits programs with the highest quality and customer service attitude. The HR Admin is the front line of HR administrative support for employees, and they act as gatekeepers to ensure adherence to internal processes, HR policies, and legal compliance.

• Acts as a contact person on HR administrative issues, including payroll, and provides HR administrative support with an understanding of salary and benefits policies and Swiss labour law

• Provides support to employees on general inquiries about administrative processes, and technical casework

• Informs HR Team Leader of recurring queries and actively prepares or updates the FAQs and Policies

• Monitors the complete registration of employees in the HRIS systems and files by gathering and checking all relevant information needed for the completion of a contract

• Based on the Work Order issued by a managing section, develops an employment contract, and makes sure an employee’s agreement is obtained before an assignment starts

• Works closely with the managing sections to ensure the details (end of contract date) are correct before issuing the End of Contract form and closing a contract

• Terminates an employment contract with the information received by managing sections

• Ensures the validity of Employment contracts throughout the employment period

• Reviews and ensures that previous experiences of employees for salary grading are done properly using MSF’s compensation policy and standards

• Support with the post-payroll process, which includes but is not limited to responding to employees’ inquiries and following up on unsuccessful salary payments.

• Carries out activities as required to support the workflow for all Cross Admin-related activities

• Provides administrative information related to contract and salary to OCs as requested

• Administrates and coordinates employment processes, e.g. collecting all relevant documents and accurately maintaining employee personnel files and personnel database

• Regularly updates HR information systems (HRIS) (HR databases and Excel-based), the electronic filing systems, and other HRIS relevant to employees, ensuring information on all employees is accurate, complete, and processed confidentially in line with GDPR

• Gives (technical) support to employees and other users regarding the Employee Self Service portal

• Ensures adherence to the internal Terms of Employment policies and participates in the continuous development of work processes

• Seeks continuous improvements in HRIS, processes, and procedures to make them more effective, efficient, and always with a customer focus

• Supports collating key HR information, providing regular and ad-hoc statistics for reporting

• Takes responsibility for planning and prioritising workload, ensuring that tasks are completed within the agreed timescales, taking the initiative to adapt priorities as required by changing priorities

• Advises the HR Team Leader regarding any potential risks and particular cases

• Acts as the first point of escalation for compliance on all GPDR-related matters for data privacy and document management

• Monitors and solves specific cases relating to contractual issues in Swiss labour law

• Works closely with overseas counterparts and the HR Admin team to ensure a smooth HR administration process; uses own initiative to troubleshoot and escalate any issues to HR Team Leader as necessary

• Disseminates information and documentation received from the field, OCs relating to security, health, and situation reports appropriately

• Works closely with and supports the other HR Admins to ensure a smooth and effective HR service provision to employees, continually sharing and developing knowledge and best practice as appropriate

• Supports the training of new team members

• Together with the broader ICO department, works towards a common project

• Minimum 1-year experience in MSF HR Admin. Experience as OC HR admin will be highly valued

• Knowledge of MSF HR admin policies & processes, including IRP2

• Ability to work independently with minimal supervision

• Excellent planning and organisational skills

• Knowledge of Swiss employment law is an asset

• Good interpersonal and communication skills

• Pragmatic, rigorous

• English essential. French desirable