مدیر منابع انسانی و امور اداری

Job Description

The Main Purpose of the Job:

The personnel administration manager is responsible for ensuring that MSF is a responsible employer in the mission, supports proper management of HR across the board, and assumes full responsibility for all administrative and legal issues in the mission.

Responsibilities:

• Know labor legislation in force in Iran; keep her/himself informed of any amendment made in labor legislation by regularly checking legislation sources and/or regularly meeting with lawyers, and other local authorities at this level;
• Know all MSF policies, procedures, tools, standards, and principles regarding all staff’ (national, international, regional, etc.) 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 labor conditions, and according to local legislation, MSF HR vision, values, and principles.
• • In close collaboration with the finance HR coordinator, ensure 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 (i.e. legal amendments, changes in local practices, new HR-Admin policies or procedures, amendments to Internal Regulations, etc.).
• Responsible for ensuring that all functions and job profiles at the mission level meet with the mission’s function grid approved by HQ and are aligned with MSF standard job profiles and function grids 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 the finance HR coordinator for previous validation by HQ. Identifies deviations and shares them with the finance HR coordinator to draw an action plan in case corrections are needed/convenient.
• Responsible for ensuring that national Staff remuneration (salary, post adjustments, compensations, final settlements, etc,) and benefits (holidays, leaves, social coverage, health coverage, etc.) 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.
• In close coordination with the finance HR Coordinator, ensures fulfillment of national legislation regarding employees’ taxes and social security at the mission level, checks that monthly declaration forms for taxes and employee/employer social security contributions are correct, and sends them to the financial department.
• Inform the finance HR coordinator in case a legal risk is detected within her/his area of responsibility and suggest actions to take to prevent it.
• Follow up on employees’ claims and keep the finance HR Coordinator 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 the mission level, granting strict confidentiality of employees’ personal files and other administrative private documents upon request of the finance HR coordinator, and ensuring preparedness in case of evacuation.
• Upon request of the finance HR coordinator, maintain regular contact with ministries, national administrations, other MSF sections, and other NGOs to improve/keep up to date with administrative practices.
• Know Homère (the software for personnel administration management) in depth and ensure proper parameterization, use of the system, and quality of data throughout the mission, being her/him the mission’s technical reference in the absence of a person specifically in charge of the system.
• Ensure in close collaboration with the finance HR coordinator and Logistics department, that all international and internal movements in the mission are properly managed (visas, tickets, per diem when necessary, dates of arrival/departure, etc.), and ensure proper accommodation conditions (i.e. room, food, etc.) by informing all relevant people/departments.
• Knows MSF recruitment and development policies, procedures, and tools, adapts them to the mission’s context,t and ensures an equitable, fair, transparent, efficient, and accountable implementation throughout the mission by all relevant people in the mission.
• Provide expertise to all people involved in the recruitment process on how to lead it properly with the aim of recruiting professionals and people with the potential to be developed.
• Ensures alignment with existing policies and provides expert support to coordinators, activity managers, and supervisors in recruiting and developing people under their supervision: first screening of CVs, interview methods, content, detection of potentials, best practices, PMS, alignment of development with operational objectives, etc.
• Knows MSF induction policies, procedures, and tools, adapts them to the mission’s context, and ensures its proper implementation for all newly recruited/arrived staff and for previously hired staff in the mission who had no access to them when being recruited.
• Ensures that all newly recruited/arrived staff receive a briefing agenda upon recruitment/arrival and that they are properly briefed by her/his hierarchical and functional supervisor (if applicable) and receive all the due information according to the established procedures and standard briefing content.
• Follows up the quality and impact of whole briefing and induction processes, collects data, and suggests improvements to the finance HR coordinator if advisable.
• Suggests career paths and support plans for specific persons to finance HR coordinator and line managers, ensuring a proper liaison with the operational needs and objectives set, the results of PMS, the training possibilities (local, international, intersectional, regional, etc.), and the potentials identified.
• Together with the finance HR coordinator and training unit in HQ, contributes to creating and implementing a mission training policy adapted to the mission to respond to the needs identified among the staff, prioritizing those needed to ensure the operational objectives are set.
• Together with the finance HR coordinator and training Unit in HQ, contributes to the identification of training options at local, regional, international, and intersectional levels and provides expertise upon request to line managers with regards to the assessment of training needs within the teams they supervise.
• Support and empower administration managers and HR/administration staff of the mission in her/his area of expertise (i.e. recruitment, development, induction, detection of talent, training, etc.)
• Provide expertise and support to all coordinators/supervisors/activity managers on how to implement PMS (tool, method, setting up objectives, follow up of action plan, and best practices) to evaluate and develop competencies of the staff they supervise.
• Looks for synergy/exchanges with other MSF sections in terms of training, coaching, and other development tools.
• Shares with the finance HR coordinator all information/suggestions/activities that may have an impact on planning, budgeting, or HR strategies (i.e. suggested career path, requested training, development events, mobility, etc.), and does not implement them without previous authorization of the finance HR coordinator.
• Collaborates with the finance HR coordinator in building/updating the annual plan and budget, about her/his area of work and responsibilities.

Specific Requirements for the Role:

• Education • A degree in administration-related studies.
• Experience • At least two years of working experience in administration.
• Languages • English and Farsi.

What We Offer:

• Legal contract with social security coverage.
• Pay following the MSF salary grid.
• Health care coverage for the employee and his/her dependents.
• The chance to gain professional development in an international organization. and to develop (career path, training, etc.) within the organization.
• The opportunity to contribute to our objective of saving lives, alleviating suffering, and working with those most in need.

If you are interested and meet the criteria, you may send your CV in English no later than April 9, 2025;