Field HR Administrator At Doctors Without Borders in Switzerland

Field Administration Unit Support

Context & Mission

Médecins Sans Frontières is an independent international medical and humanitarian organisation that provides care to people in need, to people affected by natural or man-made disasters and to victims of armed conflict, without discrimination and regardless of race, religion, beliefs or political affiliation (MSF Charter).

The HR Administrator provides essential support to the Field Administration team, covering all aspects of the daily administrative management of expatriate staff. This responsibility extends from the engagement phases to the end of the mission, during which time international staff are contractually engaged.

Main responsibilities

Scaling

• Receiving and accurately entering Work Experiences Forms (WEF) to ensure data integrity.
• Responsible for the efficient integration of WEF information into the Dynamics 365 system, ensuring data is up to date and synchronized.
• solicitation and collection of skills assessments (scalings) from the various recruiting sections, and transmission of this information to the sections concerned with expatriate recruitment for MSF-Switzerland (MSF-CH)

Administrative File of International Staff

• Actively participates in the management of administrative files of international staff, ensuring their organization and regular maintenance.
• Ensures the collection and rigorous verification of information necessary for updating personnel files.
• Updating data relating to the active personnel pool, ensuring the accuracy and relevance of the information.
• Responsible for updating and verifying data in the database and HR information system
• Make sure you obtain all the necessary administrative documents
• Responsible for the methodical classification of administrative documents in the personal and confidential files of expatriates.
• Manages archived files and ensures their continuous updating to facilitate access and retrieval of information.

Contracts and administrative documents: departure, on mission, return from mission

• Creation of positions, association of candidates (matching) and publication of these positions in the HR information system
• Logistics coordination of expatriate staff:
  • administratively prepares employment contracts, including all types of contracts for expatriate staff.
  • Ensures the administration of mutation amendments, guaranteeing smooth management of contractual changes.
  • Prepares the administrative closure of contracts, including the issuance of work certificates, the calculation of the balance of all accounts, and the organization of the payment of leave.
  • Makes the necessary declarations to the competent bodies, such as for unemployment and disability insurance (AI), among others.
• Prepares and processes expense reimbursements for international staff, ensuring requests comply with internal policies.
• Prepares and monitors insurance lists for staff, verifying accuracy and completeness of insurance coverage.

Prerequisites

Training Required:

• Tertiary level degree in administration, with a specialization in accounting or executive assistantship preferred.

Professional experience :

• Experience in human resources administration required; experience in insurance and personnel administration is an advantage.

Specific Knowledge:

• Familiarity with labor law and payroll management is an asset.
• Knowledge of the international humanitarian environment or experience with other NGOs is a plus.

Computer Skills:

• Proficiency in common IT tools.

LANGUAGES :

• Fluency in French and English.

Personal qualities :

• Strong interest in the humanitarian environment.
• Ability to demonstrate versatility, rigor, responsiveness, initiative, and to work in a team.
• Excellent communication skills, interpersonal skills, diplomacy and autonomy.