HQ HEAD OF ADMINISTRATION At Médecins Sans Frontières

Médecins Sans Frontières, founded in 1971, is an international non-profit organization that provides emergency medical assistance to people affected by conflict, epidemics, disasters or exclusion from health care. Our teams are made up of tens of thousands of medical professionals, logistics, administrative and various other professions, all guided by our medical ethics and our principles of impartiality, independence and neutrality.

MSF WaCA, created in 2019, is the first MSF headquarters in Africa, and responds to the desire to reinvent the MSF movement after 50 years of humanitarian actions in the world, for more access to care, more reactivity and proactivity for greater medical coverage of affected populations in the world.

We are looking for: HQ HEAD OF ADMINISTRATION in Abidjan

Department : Administration

Line Manager: Deputy General Director

Functional Line: HQ HR Units

Number of teams to Manage: 2 to 4

Temps de Travail : 100%

Position to be filled: As soon as Possible

General Objective

Ensure the Administration management of the HQ personnel.

Main responsibilities / Activities

HQ Administration and Human Resources Management

Undertake responsibility for the proper management and quality of the organization’s personnel administration services
HR and administrative Policy and Procedure:
Actively contribute to the finalization, implementation and dissemination of HR policies
Set up a feedback system to prepare future updates of HR policies
Report to the DRH/DGA any exceptional request that falls outside the scope of the policies.
Functional grid: support the implementation of the new functional and remuneration grid and propose a strategy and a timetable for its implementation as well as the necessary resources
Ensure the quality and validity of all contractual documents
Ensure a proper follow-up with MSF International Office of the contracts for international staff
Ensure the confidentiality on contractual information and benefits.
Ensure the implementation of administrative follow-up mechanisms for headquarters personnel (job descriptions, follow-up of probationary periods, contracts, evaluations, amendments etc.)
Controls and validates the payroll of local headquarters staff
Focal point for insurance issues. In particular, he/she oversees the bidding process and negotiations for insurance renewals, is in contact with the insurance broker, answers specific questions, is responsible for ensuring that employees are covered in accordance with WaCA policies and ensures the proper dissemination of information internally.
Ensure the social dialogue with employees and staff representatives
Advise managers on team management, legal constraints, updates on new regulations.

Legal administrative framework and monitoring of social news

Ensure that all legal obligations in terms of labor law are respected (employment contract, remuneration, leave, declarations, etc.)
Monitor all legal obligations related to the administrative management of personnel
Ensure that the internal procedures of the department are simple, flexible, easy to understand and applied
Establish and maintain contacts with the Labour office in the country
Refer to the WaCA Legal Advisor on all legal issues related to labor law
Ensure the establishment and monitoring of internal consultation bodies and committees, including the Health and Safety Committee, staff representatives, etc., and is responsible for the organization of staff representative elections
HR Information System, Data and Indicators
Actively contribute to the development and implementation of an integrated HR information system (HR software).
Is responsible for the continuous improvement of administrative tools and process
Develop dashboards to monitor HR activities. Analyze the data collected and share the dashboards with all the teams to guide decision-making
Establish the annual social report of the organization
Ensure the quality, systematization and completeness of HR data archiving.

HR Budget

Compile the information necessary to build and monitor the HR budget at headquarters
Develop and monitor budget lines related to travel cost, tuition fees, Health insurance
Team Management
Manage the HQ Admin team
Assess the relevance of the setup of HQ admin team and propose necessary restructuration

Expériences / Formation

Professional experience required

Minimum of 5 years of professional demonstrated experience in Administrative Human Resources Management
Minimum of 2 years’ experience in team management
Experience in labor law / social law
Experience in designing function and remuneration grid
International experience with international organisation is considered as an asset

Education / Qualification / Pre-requisites

Master’s in human resources, Administrative Management, Social Science

Languages skills

· Fluency required in either English or French and the candidate must be able to communicate professionally in the other

Computer skills

Excellent knowledge of computer tools and software (Excel, Word, PowerPoint, etc.) and HR Information Systems

Competencies / Skills

Autonomy, professional rigor and ability to manage his stress
Strong organizational skills with experience of managing multiple tasks
Ability to manage a team
Commitment for association and humanitarian action
Flexibility and cultural awareness
Ability to manage a significant workload
Ability to communicate efficiently with others

Aptitudes – Soft skills

Strong interpersonal skills and respect for diversity
Creativity
Ability to think out of the box
Kindness and active listening
High level of confidentiality
Strong analytical skills and ability to understand, process and document information
Highly developed communication skills, both written and oral
Proactivity and ability to find solutions
Diligence and attention to detail
Integrity and honesty
Compassion and empathy