HR ASSISTANT

Job Description

Execute administrative, HR and legal related tasks to support the Project HR Manager following MSF standards and procedures, in order to ensure legal compliance and to realize the HR capacity required to achieve project objectives

Under supervision of the Project HR Manager managing personal files in order to ensure accuracy, compliance and on time payments.
Updating the HR database and personal files to facilitate HR processes management.
Updating Social security & Tax office files in order to meet legal requirements including specific amendments, when necessary, in order to ensure local labour and fiscal law compliance
Preparing employment contracts in conformity with legal requirements including specific amendments, when necessary, in order to ensure local labour and fiscal law compliance.
Preparing monthly payslips for all staff, editing and updating the necessary data, in order to ensure the punctuality and accuracy of staff payroll
Following up of all expiring rental contract dates and inform the Administration Manager in order to leave enough time to arrange a renewal or look for some other alternative
Making all administrative information available to the staff (posting, meetings, etc.), supporting the Project HR Manager in translating documents into local language and assisting in meetings upon request.
Additional HR/ Admin tasks delegated by the Project HR Manager

ADMIN/HR Team Support

Ensuring the administrative rules are adhered by the Coordination staff, in close collaboration with the Admin Supervisor.
Assist department heads and supervisors in the drafting of their annual holiday plan and follows up the balance of outstanding leaves in the Coord office and anticipates when necessary.
Makes the administrative follow-up of staff sick leave, annual leaves and other leaves and ensures all documentation is completed timely and according to the procedures.
Facilitates the translation of documents for the different departments in requested languages when needed
Recruitment and introduction

Supports the projects and Coord Office in the recruitment process:

Participates in reviewing CV for long listing applications and facilitates interview/test sessions.
Ensure that all new locally hired employees are briefed by all departments
Contract Management & Payroll

Ensures that all staff administrative files are completed, updated and kept according to procedures; guarantee their proper filing and confidentiality of the employees’ personal data.
Ensures registration of new staff/informing of separated employees to the pension office.
Follow up of the clearance procedures of end of contract employees.
Distribute and explain pay slips when questions arise.
Preparation of daily workers payments.
Prepare CO payroll every month
Responsible for Homere record and update of staff information for the Coord Office
Responsible to manage cook and cleaners’ monthly payment if outsourced.