Gestionnaire admin RH Terrain At Médecins Sans Frontières en Suisse

Contexte & 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 Field HR Admin Manager is responsible for all tasks related to the administrative management of expatriate staff, particularly in the recruitment, engagement or exit phases, and anticipation of international travel throughout the period during which the international staff is under contract. He collaborates with the Field Movements HR Referent and the Pool Managers regarding the coordination and anticipation of departures. He is the administrative referent for the various MSF units (OCG and other sections) and the expatriate.

Main responsibilities

Pre-Scaling & Scaling

• Is the referent for pre-scaling. Gives the salary estimate for a possible departure on a mission for a Swiss contract.
• Is the reference for remuneration estimates (salary and benefits linked to the type of contract): for expatriate staff and other HR units (GPO).
• Reception, control and validation of the WEF.
• Integrating WEF into D365.
• Requests scalings from other recruiting sections and transmits the scalings to other sections of expatriates recruited by MSF-CH.
• Scaling check at each mission departure.

International Staff Administrative File

• Responsible for managing the administrative files of international staff
• Collects and verifies information
• Updating active pool data
• Updating and verifying the database and HR information system
• Ensures that the necessary administrative documents are obtained
• Responsible for filing administrative documents in classified files (personal and confidential files of expatriates),
• Management of classified files and keeping them up to date,
• Ensures compliance with Data Protection Regulations

Contrat + Doc Admin Pour Le Depart/Durant La Mission/Retour De Mission

• Création des postes, matching et posting dans le système d’information RH
• Organise administrativement le départ, la mission et le retour du personnel expatrié :
  • Etablit et gère administrativement les contrats de travail (tous types de contrats),
  • Signe les contrats de travail avec le personnel international,
  • Assure la gestion de l’administration des avenants, résiliations et mutations,
  • Est responsable du suivi administratif des vacances, des absences, des congés, maladie et accidents,
  • Est responsable de la gestion administrative des contrats spéciaux : Flyings, vocationer, epool.
  • Effectue le briefing et débriefing administratif du personnel expatrié
  • Est responsable de la clôture administrative du contrat : certificat de travail, solde de tout compte, paiement des vacances.
  • Etablit toute déclaration administrative légale : chômage, AI ou autres

Droit & Législation Suisse + Règles IRP2

• Se tient au courant de la législation du travail.
• Assure le suivi administratif des exceptions
• Participe à la réactualisation du Carnet de route si besoin
• Veille au suivi des règles IRP II et de protection IRP I
• Garantit le respect du Droit des Obligations Suisse, de la législation sociale et communique sur les questions administratives

Réfèrent Administratif

• Est le référent administratif pour toutes les questions liées aux personnel international :
  • Auprès du personnel international
  • Auprès des autres sections MSF et des autres unités RH
    • Coordonne les relations et les flux d’information intersections, avec le terrain et les autres départements
    • Peut-être amener à participer aux projets intersection et du département RH.
  • Auprès du RHCO
    • Veiller à l’application des règles de IRP II
    • Veille à l’application des lois du travail suisse
  • Participe en amont aux procédures disciplinaire en relation avec le HROP et le terrain (avertissement, rupture commun accord, licenciement …)
  • Etablit les différents courriers pour le personnel international lors des procédures disciplinaires

Salaires

• Est responsable intégralement de la préparation, de la saisie et du contrôle des salaires du personnel international.
• Est responsable de la collecte et de la vérification des coordonnées bancaires de l’expatrié
• Planifie les étapes du processus de paiement et veille au respect des délais établis tout au long du processus
• Etablit le salaire base (selon règles IRP II et protection IRPI) du personnel international (en vérifiant le domicile, et la mise à jour du scaling)
• Saisit et contrôle tous les éléments du salaire brut (HCA, perdiem, Lamal …)
• Est responsable des remboursements et déductions de salaire
• Valide les demandes d’avance de salaire du personnel international et transmet les informations à la comptabilité
• Soumet l’expatrié à l’impôt à la source si concerné
• Etablit les soldes de tout compte en fin de contrat de l’expatrié (paiement vacances, remboursements et déductions, régularisation IS si nécessaire…)
• Prepares the salary control file for the accounting department and issues pay slips once payment has been validated
• Establishes annual declaration lists for social insurance and ensures monthly monitoring
• Prepares annual salary certificates

Administrative Medical Monitoring of International Staff

• Responsible for monitoring the work incapacity of international staff
• Responsible for reporting work incapacity to insurance companies and monitoring loss of earnings benefits
• Responsible for obtaining medical documents and filing them in the expatriate’s personal file

Assurances

• Responsible for the file and questions related to insurance (illness, accident and social):
  • Entries and exits with different insurance companies
  • Declarations of claims to insurance companies and to the provident fund.
  • Monitoring of loss of earnings benefits or release of LPP premiums
  • On the declaration and cancellation of family allowances
  • Files related to maternity insurance: declaration, monitoring of benefits.
  • On the establishment of employer declarations for the unemployment fund
  • Is the main contact for all expatriate questions related to insurance and reimbursements (for non-residents).
  • Is the intermediary between expatriate staff and insurance companies in the event of a dispute.
• Provides administrative support to the field during medical repatriations
• Ensures the coordination of repatriations (SOS and operational sections) with Staff Health and HR Field Movements Officer

HR tools

• Participates in the updating and development of management tools and HR administrative documents
• Contributes to the improvement of the D365 HR Software
• Participates internally, with the various units of the HR department (RARH, HR Field Movements Officer,
• GPO, staff health, etc.), to the development of tools and processes.
• Participates at the MSF Admin Intersection platform level in updating documents and procedures

Refacturation Intersection

• Checks invoices sent by other sections for re-invoicing of international staff
• Sends to accounting the information necessary for establishing the re-invoicing invoice for OCG international staff

Working conditions

• 100% full-time position (40 hours/week)
• Fixed-term contract of 6 to 8 months
• Work location: Geneva, Switzerland
• Ideal start date: As soon as possible
• Gross monthly salary (at 100%): from CHF 7,209.- to CHF 8,301.- (salary based on equivalent experience and the internal salary scale).
• Paid vacation: 25 days per year, pro rata temporis, plus Swiss public holidays falling during the term of the contract.
• Pension fund: contribution to the pension fund (2nd pillar-BVG) covered 3/4 by MSF and 1/4 by the employee.
• Relocation assistance when moving from another country to Switzerland.