The Human Resources Officer reports to the Human Resources & Administration Manager of the MSF EA. The HR & Admin Officer supports the implementation and communication of HR policies and procedures in a consistent, fair and transparent basis in collaboration with the HR & Admin Manager.

To ensure effective and efficient management of Human Resource & Administration processes and information systems; Responsible for drafting and verification of Payroll Management systems/processes, Support Onboarding and induction of new staff; day-to-day support, follow-up of health insurances, invoices and claims for all employees and cross-admin with other MSF HQ entities; Data privacy and a GDPR Champion. Participates in employee safety and employee relations, identifies gaps and to advice/innovate ways for improvement.

The HR & Admin Officer will supervise the HR/Admin assistant.

Tasks & Responsibilities

Ensure high quality of the staff administration, compensation & benefits, payroll, and accurate HR Data management.
Ensures efficient & accurate and timely monthly payrolls, statutory contributions, and declarations to the local authorities. Collect, Coordinate to ensure staff benefits (secondary, relocation etc) are communicated clearly and processed as per the Employee Handbook. Ensures accurate follow-up of leave plans and leave management of all staff and timely advice to staff on the same. Ensures staff insurance covers are updated and are in line with the legislation of the country. Support and communicate the scope of all the insurance covers. Focal person for International Insurance (MSH), following up on timely enrollment/exits and processing of Invoices and claims. Responsible for drafting and verifications of Contracts, Consultancies (both Local and NCR); Follow-up on the end of contract dates/renewal for all employees, ensuring compliance. Focal person for onboarding and deboarding of employees and ensuring all processes/documentation are done. Ensure and maintain an up to date insurance coverage for employees; Medical, WIBA/GPA and/or GLA. As a member of the Occupational Safety and Health Committee (OSH) and HR representative in the committee, ensure all safety and health issues are considered for staff and reflected in policies. Lead and Prepare necessary HR files in case of audits, and HR reports to the respective departments/Auditors. Ensure an efficient filing system (physical and electronic files) of all administrative files, granting strict confidentiality of employees’ personal files and other administrative private documents. Day to day management of data/information on the system, ensuring quality, accurate & timely management of the HR Database i.e the HR Information system (HRMIS).

Support & follow-up of Cross-Administration support anchored on MSF EA Hosting Policy in collaboration with the HR & Admin Manager:
Link with all MSF offices, Operational Centres & Partner Sections on all aspects of staff contracting and administration, and ensure all contracts comply with the requirements of the office and Legal frames (Kenyan staff, non-Kenyan staff, Hosted positions). Link with Finance for confirmation of staff lists for reinvoicing purposes. Develop and continuously update Cross-Admin counterparts & Supervisor´s list of contacts of other MSF entities. Actively participate in the Onboarding of new hosted staff in collaboration with the Managing MSF HQ staff.

People management
Responsible for the management & supervision of the HR & Admin Assistant and from time to time, intern/temporary support.

Participate & contribute to both internal & External communication & information.

With the support of the HR & Admin Manager:
Organize information meetings/sensitization with employees on the Employee Handbook Elaborate and communicate internal HR notes to all staff and encourage participation. Advice on any administrative considerations for the office, staff and any risks or liability that may arise. Ensure that the Global Data Protection Regulation (GDPR) and Protection of Personal Information Act are applied in all HR & administrative policies & processes of the Office, in compliance with local and international requirements. Data Protection

Participate in HR Planning, Reporting and Communication
Support in the implementation of actions/decisions of the Action Plans and ensure proper accountability. Proactively participate in HR plans and bring in innovations/ideas.

The Human Resources Officer reports to the Human Resources & Administration Manager of the MSF EA. The HR & Admin Officer supports the implementation and communication of HR policies and procedures in a consistent, fair and transparent basis in collaboration with the HR & Admin Manager.

To ensure effective and efficient management of Human Resource & Administration processes and information systems; Responsible for drafting and verification of Payroll Management systems/processes, Support Onboarding and induction of new staff; day-to-day support, follow-up of health insurances, invoices and claims for all employees and cross-admin with other MSF HQ entities; Data privacy and a GDPR Champion. Participates in employee safety and employee relations, identifies gaps and to advice/innovate ways for improvement.

The HR & Admin Officer will supervise the HR/Admin assistant.

Tasks & Responsibilities

Ensure high quality of the staff administration, compensation & benefits, payroll, and accurate HR Data management.
Ensures efficient & accurate and timely monthly payrolls, statutory contributions, and declarations to the local authorities. Collect, Coordinate to ensure staff benefits (secondary, relocation etc) are communicated clearly and processed as per the Employee Handbook. Ensures accurate follow-up of leave plans and leave management of all staff and timely advice to staff on the same. Ensures staff insurance covers are updated and are in line with the legislation of the country. Support and communicate the scope of all the insurance covers. Focal person for International Insurance (MSH), following up on timely enrollment/exits and processing of Invoices and claims. Responsible for drafting and verifications of Contracts, Consultancies (both Local and NCR); Follow-up on the end of contract dates/renewal for all employees, ensuring compliance. Focal person for onboarding and deboarding of employees and ensuring all processes/documentation are done. Ensure and maintain an up to date insurance coverage for employees; Medical, WIBA/GPA and/or GLA. As a member of the Occupational Safety and Health Committee (OSH) and HR representative in the committee, ensure all safety and health issues are considered for staff and reflected in policies. Lead and Prepare necessary HR files in case of audits, and HR reports to the respective departments/Auditors. Ensure an efficient filing system (physical and electronic files) of all administrative files, granting strict confidentiality of employees’ personal files and other administrative private documents. Day to day management of data/information on the system, ensuring quality, accurate & timely management of the HR Database i.e the HR Information system (HRMIS).

Support & follow-up of Cross-Administration support anchored on MSF EA Hosting Policy in collaboration with the HR & Admin Manager:
Link with all MSF offices, Operational Centres & Partner Sections on all aspects of staff contracting and administration, and ensure all contracts comply with the requirements of the office and Legal frames (Kenyan staff, non-Kenyan staff, Hosted positions). Link with Finance for confirmation of staff lists for reinvoicing purposes. Develop and continuously update Cross-Admin counterparts & Supervisor´s list of contacts of other MSF entities. Actively participate in the Onboarding of new hosted staff in collaboration with the Managing MSF HQ staff.

People management
Responsible for the management & supervision of the HR & Admin Assistant and from time to time, intern/temporary support.

Participate & contribute to both internal & External communication & information.

With the support of the HR & Admin Manager:
Organize information meetings/sensitization with employees on the Employee Handbook Elaborate and communicate internal HR notes to all staff and encourage participation. Advice on any administrative considerations for the office, staff and any risks or liability that may arise. Ensure that the Global Data Protection Regulation (GDPR) and Protection of Personal Information Act are applied in all HR & administrative policies & processes of the Office, in compliance with local and international requirements. Data Protection

Participate in HR Planning, Reporting and Communication
Support in the implementation of actions/decisions of the Action Plans and ensure proper accountability. Proactively participate in HR plans and bring in innovations/ideas.

Together with the Project HR Manager, ensure that all MSF staff has applied and obtained on time any visa, stay, travel, or working permits in the mission country according to needs, and keep information on legal, and administrative procedures
Maintain the support travel service and information about ongoing processes, specific situations, or changes in the procedures related to visas, work permits, etc.
Networking & representation with the Passport office for visa and work permit
Provides administrative support to the HR department in execution and of daily administration activities.
Establish and maintain professional contacts with relevant authorities, depending on the context and the needs of the mission.
Ensure that no illegal money is paid to any authorities or any individual, promoting and sharing MSF principles and values at all levels.
Keep all HR documentation and files updated, properly filed, and easily accessible for the internal users.
Under the direction of the Project HR Manager execute some recruitment activities ensuring transparency and equity and issuing job offers conveniently in order to meet HR needs.
Inform all the new staff on Internal Regulations and HR policies in order to facilitate staff integration.
Participate in the development of any training material developed by the departments, including translating documents into the local language; performing initial editing and proofreading, and keeping the training materials available.
Support the Manager in the implementation of the training plan.
Cover the HR Supervisor role (including HR roster management, payroll, advances, Homere Software updating, contract development, and amendments) during the absence of the HR Supervisor.
Maintains oversight of the Daily Worker pool.
Support the Finance Supervisor for the data entry, scanning, and archiving of the documents to be prepared for the monthly closure.

Assist new staff member with induction.
Prepare new ID cards for new International and National staff.
Prepare employment contracts for new staff and contract extension/amendment in case of renewal.
Follow up of staff Appraisal forms as per FRDP HR Manual.
Follow up of national and expatriate staff exit forms, handover etc.
Manage HR Database.
Assist Area HR Managers in management of staff in base offices.
Control & checking of national staff attendance sheet of staff on daily basis.
Follow up of FRDP standard HR/Admin. HR system and procedures.

Answering telephone calls, responding to queries, and replying to emails.
Preparing expense reports and office budgets.
Managing office supplies and ordering new supplies as needed.
Systematically filing important company documents.
Forwarding all correspondence, such as letters and packages, to staff members.
Scheduling meetings and booking conference rooms.
Hiring maintenance vendors to repair or replace damaged office equipment.
Assisting the HR department with job postings and interviews.

 Supervises Survey Research Supervisor I’s and Interviewers for a major portion of the employee’s work time; duties include delivering standardized training program, scheduling work for timely completion of projects, and monitoring workers for compliance with accepted standards for complex survey work.
 Handles particularly difficult or sensitive questions /concerns from respondents.
 Has lead responsibility to validate data collected by Interviewers by recontacting survey respondents. Maintains database and spreadsheets to document survey activity.
 Manages particularly challenging survey projects such as those involving multiple longitudinal tracking/follow M ups of cohorts, those with especially sensitive special needs, etc.
 Assists Survey Manager in selecting appropriate samples of study populations.
 Performs all duties of a Survey Research Supervisor I. Asterisked (*) duties are the essential functions, or fundamental duties, of the System-wide classification. The essential functions of individual positions within the classification may differ.

To chalk out monitoring frame work at the district level and ensure its proper implementation in consultation with district and country management
To ensure timely and target orientated and result based of the activities of CMAM program
To assist the project coordinator to established coordination with line departments and other relevant stakeholders.
To establish the program support system at each union council level so that the maximum target population could be benefited by the program.
S/he will be responsible for guiding and regular monitoring of the overall activities of the CMAM team, controlling and managing supplies for the CMAM sites and field activities.
Providing technical support for the CMAM team, facilitating referral service for sever acute malnutrition disease classifications.
S/he will play a major role in managing, organizing the team at the CMAM sites and in the field operations.
In addition, s/he will take the lead in organizing the weekly bi weekly and monthly report for the implementation of CMAM to the line manager and share best practices observed in the implementation.
He/ she will be responsible for the preparation of the success stories in accordance with the standard protocol.

To establish the daily reporting system from each health facility, Union council and linked to the district level reporting system
To generate and complied field level and health facility level activity reports on daily basis and share with the district and country level program management
To assist regularly the training need assessment and ensure the required trainings of the staff in consultation with project coordinator.
In addition to this any other duty assign by program management.

 Implement general administrative procedures in order to ensure documentary traceability as well as compliance with local labor and fiscal regulations, under the HR Coordinator’s supervision.
 Following the HR Co’s instructions, supervise that the internal regulations are followed in the mission in order to ensure both tax and labor regulation compliance
 Execute recruitment activities ensuring transparency and equity and issuing job offers conveniently in order to meet HR needs.
 Inform all the new staff on Staff Regulations, HR policies and regulations.
 Execute, under the HR Coordinator supervision, employee contract related activities (file opening and formal documentation archiving, personal data updating, amendments, termination dates supervision, etc.) in order to ensure legal compliance.
 Present and explain contract terms and the content of internal regulation (rights and obligations) to newly recruited personnel in order to ensure legal compliance and local integrati

Conduct Quality anthropometry key messages measurers at the OTP/SFP sites on the referral beneficiaries following the initial Screening while ensuring efficient and effective workflow.
Problem solves of beneficiaries complaint related to records and registration.
To counsel all the discharge patients for further follow ups.
Work with outreach teams to develop and maintain a referral system at community level in which Community Nutrition Volunteer refers malnourished children and mother needing special attention to the health facilities.

Manage and implement the technical activities on the field.
Have a complete understanding of the project implemented.
Plan construction / rehabilitation activities according to project objectives time-frames and designs.
Supervise and provide guidance and technical support to other field teams.
Support and supervise daily skilled and unskilled workers / project volunteers and give them useful instruction regarding their work improvement, through coordination with the relevant skilled staff.
Provide technical guidance, training and support to individuals targeted by each project in line with the programme strategy and intended output.
Ensure on time completion of the tasks in line with BOQ and designs.
Report to the Civil Engineer on daily basis about progress and challenges faced.
Liaising with programme staff of other ACTED teams to ensure that information is shared and that lessons learned are developed.
Directly fix and repair damaged installations or facilities.
Participate in the elaboration of designs and BOQs when required.

Conduct Quality anthropometry key messages measurers at the OTP/SFP sites on the referral beneficiaries following the initial Screening while ensuring efficient and effective workflow.
Problem solves of beneficiaries complaint related to records and registration.
To counsel all the discharge patients for further follow ups.
Work with outreach teams to develop and maintain a referral system at community level in which Community Nutrition Volunteer refers malnourished children and mother needing special attention to the health facilities.

Working in outreach Interviewed from consumers.
Give update information about brand to consumer.
Make sure availability of brand at each shop and cabin.
Prepare Daily / reports and submit to Supervisor.

Responsible for collecting date for each household. Tracing Village location Area through G.P.S device. Preparing daily report submit to supervisor. Compilation of all reports daily weekly monthly. Submission of daily assessment forms to supervisor. Giving awareness to Community about Benazir Income Support Program. Presentation of Team work progress on weekly basis.

Working in mobile clinic with foreigner doctors & translation in community.
Assessment & Population survey before the distribution of hygiene kits and sheets.
Responsible for field assessment enumerate beneficiaries data.
Arrange session on health and hygiene.