Personnel Administration Manager

Médecins Sans Frontières (MSF)

 

Médecins Sans Frontières (MSF)

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Summary

• Vacancy: 01
• Location: Cox’s Bazar
• Minimum Salary: Tk. 131000 (Monthly)
• Published: 4 Dec 2024

 

Requirements

Education

• Degree / Diploma in administration or management related studies

Additional Requirements

Experience

• Working experience of at least two years in HR administration and Compliances

Language

• English and Bangla. Knowledge of any other local languages would be an asset

Knowledge

• Computer literacy (Word, Excel, Outlook) professional level essential
• Homere software – referent level

Competencies

• People Management-L2
• Commitment-L2
• Flexibility-L3
• Results –L3
• Teamwork-L3

Responsibilities & Context

• Know labor legislation in force in mission country;keep her/himself informed of any amendment made in labour legislation by regularly checking legislation sources and/or regularly meeting with lawyer,other local authorities at this level
• Know all MSF policies, procedures,tools,standards and principles regarding all staff’ working conditions,benefits and remuneration,job profiles and function grids,health coverage,etc. adapts them to the Mission reality and ensures an equitable,efficient, transparent,fair and accountable implementation by all relevant staff throughout the Mission
• Responsible for the proper implementation and follow up of internal regulations and terms of employment contracts of all national staff,ensuring that all staff is employed in the frame of fair labour conditions,and according to local legislation,MSF HR vision,values and principles
• Close collaboration with HRCo,ensures regular administrative meetings with all staff throughout the mission take place to ensure they are aware and respect their rights and duties and to inform them of any change in Labor legislation and general employment framework which may affect them (legal amendments,changes in local practices,new HR-Admin policies or procedures,amendments to Internal Regulations,
• Responsible to ensure all functions and job profiles at Mission level meet with the Mission’s function grid approved by HQ and are aligned with MSF Standard Job Profiles and Function Grid,and that any new function or amendment to an existing one (including significant changes in responsibilities and/or mixing existing functions) are requested in advance to HRCo and HRA for previous validation by HQ. Identifies deviations and shares them with HRCo to draw an action plan in case corrections are needed/convenient
• Responsible to ensure that National Staff remuneration(salary, post adjustments,compensations, final settlements)and benefits (holidays,leaves,social coverage, health coverage)meet with the Mission’s salary grid validated by HQ,Internal Regulations and HR policies,ensuring MSF acts as a responsible employer at any time
• Close coordination with the Finance Coordinator,ensures fulfillment of national legislation regarding employees’ taxes and social security at Mission level,checks that monthly declaration forms for taxes and employee/employer social security contributions are correct and sends them to the Financial Department
• Informs HRCo in case a legal risk is detected within her/his area of responsibilities and suggests actions to take in order to prevent it. Follows up employees’ claims and keeps HRCo informed at any time.
• Ensure that MSF as an employer, as well as all MSF employees comply with safety and risk prevention measures as stated by local legislation and/or MSF standard policies and procedures.
• Ensure an efficient filing system (physical and electronic files) of all administrative files at Mission level,granting strict confidentiality of employees’ personal files and other administrative private documents upon request of HRCo, and ensuring preparedness in case of evacuation.
• Upon request of the HRCo,maintain regular contact with ministries, national administrations, other MSF sections and other organizations to improve/keep up to date with administrative practices
• Knows Homère in depth and ensures a proper parameterization, use of the system and quality of data throughout the Mission, being her/himself the Missions’ technical reference in absence of a person specifically in charge of the system

MSF Section/Context Specific Accountabilities

Legal Compliance and Knowledge

• Stay updated on labor legislation in Bangladesh,especially in the regions where MSF operates,and regularly inform management of any legislative amendments

External Communication and Representation

• Establish efficient communication channels with external advisors and experts to ensure quality control of employee social security and taxes

Homere,Payroll,Taxes,and Social Contributions

• Accurately review and calculate payroll for Projects and Cox’s Coordination
• Act as the primary point of contact for payroll-related inquiries
• Collaborate with Tax consultants(if any)to calculate Income Tax for Locally Recruited Staff and gather necessary tax-related information

Legal and Administrative Compliance

• Compile documents and prepare reports for auditors.
• Actively participate in compliance problem-solving and meetings with the Accountancy and Compliance Unit
• Serve as the Audit referent during audits requiring HR related documents

Policies and Implementation

• Responsible to upload the HR policies are uploaded on SharePoint
• Act as focal point to respond to the queries of Locally Recruited Staff related to policies, and ensure consistent implementation

Filing

• Support and guides HRCo Assist in establishing and maintaining an efficient filing system,both physical and electronic,ensuring strict confidentiality of employee personal files
• Ensure readiness for document retrieval in case of evacuation
• Maintain and update the share point related to all communications such as new notices,memos or any other information related to HR

Recruitment and Induction

• Assist Projects in staff recruitment
• Conduct induction sessions and explain benefits and regulations to new employees,include HRCo Assist in the process
• Manages the back-up pool of validated candidates for all the recruitments done in the mission,except the one managed by IST
• Responsible for updating mission IST redundancy pool and recruitment board

Disciplinary Measures

• Provide support and guidance to project HR teams in preparing documents related to disciplinary issues based on Disciplinary Policy and Procedures.

Other Responsibilities

• Perform any other tasks as required by your Supervisor/Line Manager
• Maintain flexibility to respond to the evolving needs of the mission

Compensation & Other Benefits

Contract and Benefit

Permanent Contract. Salary according to level Ten (10) of the internal MSF salary grid (BDT 131,000 Gross). Salary is not negotiable. Income tax deduction from salary based on current income tax rule. 2 annual leave days per month worked. Medical insurance for employee and direct dependents based on Health Care Policy- Locally Recruited Staff.

Others

There is no provisions for relocation. 2 Festival Bonuses after completion of one year of uninterrupted continuous service.

Workplace

Work at office

Employment Status

Full Time

Job Location

Cox’s Bazar

Job Highlights

Is responsible of ensuring that MSF is a Responsible employer in the mission, supports proper management of HR across the board and assumes full responsibility of all Administrative and legal issues in the Mission.

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