HR Administrator DESK 2 – Dakar/Senegal At ALIMA

ALIMA PRESENTATION

THE ALIMA SPIRIT: ALIMA’s purpose is to save lives and care for the most vulnerable populations, without any discrimination based on identity, religion or politics, through actions based on proximity, innovation and the alliance of organizations and individuals. We act with humanity, impartiality and respect for universal medical ethics . To access patients, we are committed to intervening in a neutral and independent manner.

THE VALUES and PRINCIPLES of our action, included in our CHARTER:

1. Patient First
2. Revolutionizing humanitarian medicine
3. Responsibility and freedom
4. Improving the quality of our actions
5. Trust
6. Collective intelligence
7. Environmental responsibility

CARE – INNOVATE – TOGETHER: Since its creation in 2009, ALIMA has treated more than 13 million patients in 15 countries, and is now deploying its operations in 12 African countries and Haiti. In 2022, we developed 62 humanitarian medical response projects to meet the needs of populations affected by conflict, epidemics and extreme poverty. All of these projects are carried out in support of national health authorities through nearly 511 health structures. We work in partnership, in particular with local NGOs, whenever possible to ensure that our patients benefit from expertise, whether in their country or in the rest of the world. In addition, to improve the humanitarian response, we are conducting operational and clinical research projects, particularly to combat malnutrition and viral hemorrhagic fevers.

OUR PROJECT THEMES: Malnutrition, Sexual and reproductive health including gender-based violence, Primary and secondary health, Pediatrics, Malaria, Epidemics (Hemorrhagic fevers, meningitis, Cholera, Measles, Dengue, COVID-19).

THE ALIMA TEAM: Since its creation in 2009, ALIMA has treated more than 11 million patients, and now operates in 13 African countries. In 2023, ALIMA treated 2.8 million patients, including more than one million children under 5, received 157,393 people for mental health consultations, assisted 67,617 births, carried out 64 projects in 13 countries, etc. All of these projects are carried out in support of national health authorities through nearly 511 health structures. We work in partnership, in particular with local NGOs, whenever possible to ensure that our patients benefit from expertise wherever it is, whether in their country or in the rest of the world. Furthermore, to improve the humanitarian response, we are conducting operational and clinical research projects, particularly in the area of ​​combating malnutrition and viral haemorrhagic fevers.

OUR COUNTRIES OF INTERVENTION: Mali, Burkina Faso, Central African Republic, Nigeria, Niger, Chad, Democratic Republic of Congo, Cameroon, Guinea, Sudan, Mauritania, Ethiopia, Haiti.

ALIMA promotes and defends the principles of fundamental human rights. ALIMA has a zero-tolerance approach towards those guilty of acts of gender-based and sexual violence as well as towards inaction in the face of alleged or proven acts of violence. The protection of those benefiting from and impacted by our intervention is our top priority in everything we do. Anyone collaborating with ALIMA commits to:

• Respect the charter, the code of conduct, institutional policies including the policy of protection against abuse of power and sexist and sexual violence, the policy of prevention of corruption and fraud;
• Report any violation of policies, documents, framework and procedures to a superior or referent.

CONTEXT

In a multicultural context, the HR DESK 2 administrator is responsible for managing all administrative formalities related to the deployment and mission ends of international staff in ALIMA’s Desk 2 intervention areas, namely Mali, Mauritania, Burkina Faso and the Central African Republic.

This generally involves making contact, drafting contracts, amendments and movements (visa applications, plane tickets, accommodation, briefings and debriefings, etc.).

LOCATION: Dakar/Senegal

FUNCTIONAL AND HIERARCHICAL LINKS

The HR DESK 2 administrator reports to the HR Desk 2 Representative who is their hierarchical and functional manager.

In the absence of the HR Desk Representative, the HR Desk administrator reports to the Program Manager (PM) as hierarchical manager and to the Operational HR Manager as technical representative.

PROTECTION OF BENEFICIARIES AND COMMUNITY MEMBERS

Level 3: The job holder is responsible for implementing HR processes and may be required to make field visits. He/she may therefore be in contact with children and/or vulnerable adults. Consequently, a criminal record check or the presentation of a certificate of good character will be necessary. In situations where it is impossible to provide a criminal record or a certificate of good character, a sworn statement will be requested.

MAIN MISSION

He/she reports to the HR Desk representative to whom he/she is assigned, and collaborates with his/her Human Resources Administrator colleagues from other Desks and the Personnel Administration Office (BAP).

MAIN ACTIVITIES

Welcoming international field staff (field expats)

• Prepare the deployment of new employees on their Desk missions by collecting from them the elements necessary for establishing their individual files;
• Explain the employment contract if necessary and how health insurance works to each new international employee, as well as the procedures and administrative policies in force at ALIMA.

Organization of departures and end of missions for international field staff

• Process movement requests (start and end of mission): plane tickets, mission orders, procedures, visas, accommodation and taxis for international field staff;
• Prepare documents to be distributed to people on the move;
• Share the Proof of Life document with each international staff member when making contact, explaining its importance and when this document must be completed, either when passing through Dakar for their briefings or upon arrival on the mission.
• Prepare and validate expenditure commitments related to financial costs incurred by expatriates leaving on mission and at the end of their mission
• Ensure that CORH/COFIRH send the SDTC document for each international staff member at the end of the mission to the payroll manager and verify that this document is completed correctly.
• Prepare all documents relating to the SDTC of personnel at the end of the mission on time and ensure that these documents are sent to the persons concerned within the first week following the end of the mission
• Monitor the transfer of the final settlement salary of international staff at the end of the mission in conjunction with the payroll manager to avoid any delay in the processing of these final settlements;

Administrative management

• Create the personnel file, as soon as a recruitment is officially notified, by centralizing a pre-established list of documents; communicate the information necessary for creating the contract and subscribing to health insurance
• Prepare employment contracts, amendments and have them signed within 72 hours before the start date of the contract or before the end of the current contract, amicable contract termination documents, etc. And have them signed before the contract termination date
• Carry out the formalities relating to the subscription of health insurance for each International field staff member upon signing their contract and ensure that the expatriate has received from ALLIANZ all the necessary information relating to their health coverage (insurance card, etc.)
• Keep Finance/HR Coordinators, Mission Managers, Logistics Coordinators, HR assistants in the field informed of the arrival of new expatriates;
• With the Finance/HR Coordinators, and in collaboration with the Payroll Manager, maintain monitoring of expatriate paid leave and breaks for the proper management of expatriate payroll at headquarters.
• As part of his/her duties, ensure the coordination and monitoring of annual leave for expatriates on assignment in the field. To this end, work closely with the payroll manager to ensure compliance and accuracy of procedures related to leave management.

Reporting and monitoring of its activity

• Keep all work tools up to date (contact list, contract template, mission order, individual file, etc.);
• Update pay slips at the end of the year under the supervision of the HR Representative
• Ask HR Departments about current recruitment requests, upcoming contract renewals, contract terminations, etc.
• Ensure, in collaboration with CORH/COFIRH, the updating of information relating to obtaining visas in the countries of the missions of its Desk
• Ensure the systematic updating of the table tracking the movements of international staff for each mission in their Desk as new information becomes available (start of contract, contract renewal, end of mission, amicable termination of contract, etc.)
• Organize briefings and debriefings for international field staff visiting headquarters and online where appropriate;
• Ensure the physical reception of international field staff in briefing and debriefing at the headquarters in Dakar. Accompany, guide each new arrival and introduce them to the Dakar office and the people who work there.
• With pool managers, ensure that new expatriates newly recruited at ALIMA have followed the online onboarding either during their visit to headquarters for the briefing or during the first week after taking up their position if they went directly to the field without going through headquarters
• Participate in updating the ODOO database (collection and archiving of annual interviews, CVs, etc.).
• Systematically participate in the weekly Desk meeting as a member of the Desk
• Carry out, upon request, validation by the Desk (PR/HR Representative), at least one field visit per year on one of the Desk’s missions, depending on needs

SKILLS and EXPERIENCES

Desired profile and experience

You have a Bac + 2–3 degree in Management, Administration, Finance, HR, or training deemed equivalent. You have at least two years of experience in a similar or equivalent position. Previous experience in an NGO, or in an international work environment is an asset, as is experience in a travel agency and/or customer service.

Technical skills

You have a good command of IT tools (Office Pack). Knowledge of French labor law is a plus.

Behavioral skills:

You have great organizational skills and the ability to process a large volume of information. You are able to work in a multicultural environment. You are flexible and proactive. You have very good interpersonal skills.

Language skills

Fluency in French and English (reading, writing, speaking) is essential

TERMS

• Duration of contract: Fixed-term contract (CDD) under Senegalese law for a period of 3 months with possibility of renewal
• Start date: As soon as possible
• Salary: Dakar headquarters salary scale – Level 4A
• 2.75 Days of paid leave per month;
• Supplementary health coverage, covered by ALIMA for the employee and their beneficiaries;
• Participation in school fees for children aged 2 to 18 according to ALIMA’s extra-contractual policy in force.