Personnel Administration Manager Dakar Regional Office M/F At Doctors Without Borders

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Experience 2-5

Main goal

Ensure that MSF is a responsible employer throughout the mission, take charge of the proper management of human resources at all levels and assume full responsibility for all administrative and legal matters of the mission.

Responsibilities

Know the labor legislation in force in the country; keep informed of any changes made to labor legislation through regular verification of sources of legislation and/or regular meetings with lawyers, other local authorities at this level.
Be familiar with all MSF policies, procedures, tools, standards and principles applicable to staff (national, international, regional, etc.), working conditions, benefits and remuneration, job profiles and job grids, health coverage, etc.; adapt them to the reality of the office and ensure fair, effective, transparent and accountable implementation by all relevant staff in the office.
Responsible for the proper implementation and monitoring of internal regulations and conditions of employment contracts for all staff, and ensuring that all staff are employed in a framework offering fair working conditions and in compliance with local legislation, MSF’s vision, values and HR principles.
In close collaboration with the Headquarters HR Manager, ensure that regular administrative meetings are organized with all office staff so that everyone knows their rights and duties and is informed of any changes that may affect them in labor legislation and general conditions of employment (i.e. legal amendments, changes in local practices, new HR-admin policies or procedures, changes to internal regulations, etc.)
Ensure that all functions and job profiles at the office level are in line with the approved job grid and correspond to the standard job profiles and the MSF job grid, and that any new function or modification of any of them (including significant changes in responsibilities and/or the association of existing functions) is subject to a prior request to the HR Manager HQ and the evaluation committee for validation. Identify gaps and communicate them to the HR Manager HQ in order to develop an action plan in case corrections are necessary/appropriate.
Ensure that staff remuneration (salary, post-adjustments, compensation, final settlements, etc.) and benefits (public holidays, leave, social security, health coverage, etc.) correspond to the office’s validated salary scale, internal regulations and HR policies, ensuring that MSF behaves at all times as a responsible employer.
In close coordination with the Finance and Logistics Manager, ensure compliance with national legislation regarding employee taxes and social security at office level; verify that monthly tax declaration forms and employee/employer social security contributions are accurate and forward them to the Finance department.
In the event that a legal risk is detected in his/her area of expertise, inform the Headquarters HR Manager and suggest measures to be taken to prevent it. Follow up on employee complaints and keep the Headquarters HR Manager informed at all times.
Ensures that MSF, as an employer, and all its staff comply with safety and risk prevention measures as set out in local legislation and/or MSF standard policies and procedures.
Ensures an efficient filing system (physical and digital files) of all administrative files at the office level, while guaranteeing the strict confidentiality of employees’ personal files and other private administrative documents at the request of the Headquarters HR Manager; ensure preparation in the event of evacuation.
At the request of the HR Manager Headquarters, remain in regular contact with ministries, national administrations, other MSF sections and any other NGOs in order to improve/maintain administrative practices.
Have a perfect command of Homere (or other payroll system), ensure its appropriate configuration, correct use and data quality throughout the office, be the technical reference for the office in the absence of a person specifically responsible for the system.
Monitor, in close collaboration with the HR Manager Headquarters and the Logistics department, that all international and internal office movements are properly managed (visas, tickets, daily allowances if applicable, arrival/departure dates, etc.), and ensure appropriate accommodation conditions (i.e. housing, food, etc.) by informing all persons/departments concerned