Human Resources Assistant

About the Organization

Medecins Sans Frontieres (MSF) is an international medical humanitarian organization that provides emergency medical assistance to populations in distress.

Job Summary

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.

Key Responsibilities

• 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 pay slips 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.
• Coordinate guest, visitor, guesthouse, and hotel accommodation arrangements.
• Supervise cooks and cleaners and coordinate their daily work activities.
• Monitor guesthouse kitchen operations and manage food box distribution and records.
• Prepare staff food allowances, daily labour payments, and hotel accommodation payment requests.
• Update and communicate monthly staff leave balances to departments.
• Coordinate communication with candidates regarding written examinations and interviews.
• Prepare Internal Requests (IRs) and consumable material requests for office, kitchen, and guesthouse requirements.
• Prepare and process monthly staff pension and tax contributions.
• Maintain and update staff hard-copy files and ensure staff records in Homere are regularly updated.
• Support project recruitment processes, including candidate communication and recruitment administration.
• Prepare monthly payroll and monthly per diem payments for international staff (IMS).
• Collect and verify monthly rosters, overtime, paid leave, sick leave, and other payroll-related documents before payroll processing.
• Prepare employment contracts, contract amendments, and staff settlement documents.
• Prepare and regularly update the staff dependants list and share it monthly with the Staff Health Unit.

Required Qualifications

• Bachelor’s degree in business /administration / human resources or social sciences & Humanities. Psychology, Industrial-Organizational Psychology, Communication, Labour Relations
• A minimum of two (2) years proven professional experience in a similar position
• Working experience in MSF or other NGOs (desirable)
• Basic Ethiopian Labour Law Knowledge. Organizational Skills, Discretion and Confidentiality, Detail Oriented, Interpersonal Communication
• Excellent written and spoken English skills: Fluency and Knowledge of additional local languages would be an asset.
• High level of Computer literacy (Word, Excel, PowerPoint, Outlook, Teams, Internet).

Required Skills and Competencies

• Commitment to MSF’s Principles. L2
• Behavioral Flexibility L2
• Stress Management L3
• Results and Quality Orientation L2
• Teamwork and Cooperation L2
• Teamwork
• Stress management
• Ability to train and raise awareness among site personnel.
• Ability to manage many requests at once.
• Ability to coordinate multiple tasks and work under pressure.
• Labor Law & Employee Relations
• Basic knowledge of labor legislation
• Teamwork and collaboration
• Familiarity with Ethiopian commercial law, labor law, and regulatory frameworks
• Ability to manage many requests at once.
• HR Policy Development
• Ability to multitask and prioritize effectively.
• HR Policies & Compliance
• Business Administration, Management, Entrepreneurship,
• Strong knowledge of Ethiopian Labor Law, Commercial Law, and Contract Law.

How to Apply

If you are interested, please complete the: >> Application Form

• Incomplete applications will not be accepted.
• Only applications submitted via the Application Form will be accepted.
• Only short-listed candidates will be contacted.
• If you are short-listed, you will be invited to a technical test.
• Only the candidates that will pass the technical test will be called for an interview.
• Reference checks and verification of professional history will be conducted.
• Qualified Female Applicant are highly encouraged to apply.

MSF values diversity and is committed to creating an inclusive working environment. We welcome applications from all qualified candidates regardless of disability, gender, marital status, race, color, or ethnic and national origins, religion, or belief. The protection of your personal data is important to MSF. By submitting your application, you consent to MSF using your personal data. MSF operates a zero-tolerance policy for sexual exploitation, abuse, harassment, abuse of power, and discrimination. Safe Recruitment procedures apply, including reference checks and verification of professional history. MSF is committed to fostering a safe, inclusive, and respectful workplace. Adherence to MSF Behavioural Commitments is required.