Job Description

Position: DEPUTY HR COORDINATOR

Médecins Sans Frontières (MSF) is an International, independently funded, non-profit, humanitarian medical organization that offers assistance to populations in distress, to victims of natural and manmade disasters and to victims of armed conflict without discrimination and irrespective of race, religion, creed or political affiliation. 

MSFH is pleased to announce the following position in Sanaa: 

Title: DEPUTY HR COORDINATOR
Generic Function:  DEPUTY FINANCE/ HR COORDINATOR
Code: AC00401
Level: 12   (E)
    
Position in the Organization            

    Reports to (Hierarchical): HR coordinator
    Reports to (Functional): HR coordinator
    Job Family: Administration
    Supervises (Function): PAM and Admin Transit

Main Purpose

Support the HR Coordinator through delegated tasks and responsibilities according to the instructions of the HR Coordinator and MSF protocols in order to improve the management of human resources and contribute to the professional growth of MSF employees in the mission.  Replaces the HR Coordinator in his/her absence.

Accountabilities

The HR Coordinator can delegate ad hoc any responsibility to the Deputy HR Coordinator, depending on the dimension of the Mission. Among others, the Deputy HR Coordinator could:

• Participate in the Human Resource planning, implementation and monitoring in the mission to properly achieve the mission’s objectives and respond to needs that may arise, particularly: 
• Participate in the definition of job profiles, and the mission set-up in terms of HR needs 
• Participating in the project opening and closing and its timeframe from HR perspective. 
• Provide support to field teams in order to guarantee good performance and management. 
• Provide support to field coordinators, field Administration Managers and other supervisors in all HR related issues, provide technical support ensuring they understand and apply HR management policies and tools. 
• Provide support in the legal, administrative HR management of the mission, for both national and international staff , on issues related to Labour law, contracts, salaries, social security, labor relations, health insurance systems, etc 
• Check together with HRCo the living standards of international, regional, delocalized staff and help monitoring international staff’s movements (visas, tickets, etc) 
• Participate in the selection and recruitment processes, as well as in the induction programmes and welcome briefings/sessions in order to recruit and prepare the most suitable candidates for the mission 
• Participate in the identification of staff development , training needs / potential to promote the professional growth of people within the organization. 
• Report to the HRCo on the implementation of HR policies in the field as well as of any incidents / problems that may arise and make proposals to improve HR management in the field. 
• Support HRCo in the overall administration of the Mission. 
• Represent MSF in meetings with Authorities and other NGOs for issues related to HR and Administration, at the request of the HRCo. 
• Support HRCo in all reporting tools under his/her responsibility. 

MSF Section/Context Specific Accountabilities

Talent Acquisition:

Support HRCO with HR strategy, identifying the HR needs, sources talents and innovative ways of Recruiting and retention strategies aligning the MSF HR need with the external competitive market. 

HR planning Budget management:

Support HRCO manage HR related budget, track deviation and approvals required outside of approve budget.   Monitor and Analysis HR budget regularly. 

Policy and Procedure:

• Make sure policies and procedures are in place, well interpreted, and referred when necessary when it comes to the internal regulation, disciplinary procedure, Daily worker Policy etc…of MSF as well as the different local laws.  
• Work on summary/illustrated version of different polices for the emergency team and regular projects.
• Make sure local laws always followed when it comes to tax, contract management, and social security management, disciplinary management, license related matters and exit management etc.

Data Base Management 

• Work on employee file guideline, perform Auditing of employee files (both soft copy and hardcopy), work on improvement plan to advance the data base system. 
• Support projects on Daily workers management and record and payment tracked and file.
• Keep tracking   and update  x- staff data base 
• Support projects, lead, and create employee date base system setup.

Exit management:

• Support the Project HR Manager in consultation with PAM (NS management) End of contract arrangement for national staff and administration work related to and of contract and project closure.  
• Make sure exit interviews are conducted and take a lead on analyzing the feedback given by employee leaving MSF.

Movement team management:  

• Together with Admin transit, Dep HRCO will be responsible for International staff movement management in the mission.
• Over all responsible in following and support Admin Transit in BOM, briefing/debriefing and EOM related arrangement.
• Provide HR Briefing/debriefing to the staffs.   
• Perform task as delegated by the HRCo related to movement management and international staff related Admin management. 
• Update document related to welcoming package and movement management. 

 Field support: 

• Work together with Project HR Manager to identify project challenges for better support and follow-up.
• Gap fill if needed at Project level. 
• Plan and provide HR capacity building and HR related training in collaboration with L&D manager. 
• Produce project visit report and follow-up and monitor the progress.
• > 50% of the time expected to be in Sanaa coordination and project visit to support. 
• Expected to be in Sanaa coordination with regular presence in Aden coordination 

OTHERS:

• Staff are not allowed to chew QAT during working hours.
• Under no circumstances are firearms/weapons allowed in MSF vehicles or on MSF premises. 
• The above listed responsibilities / tasks subjected to revision anytime depending on the evolving department structures and activities.

Requirements

Education    

• Essential University degree or further specialization in HR management.

Experience    

• Essential experience in HR Management positions (minimum 2 years).
• Essential experience in MSF (minimum 2 years).

Languages: Arabic and English languages essential.

Knowledge: Essential computer literacy (word, excel and internet)

Competencies    

• Strategic vision.
• Leadership.
• People Management.
• Planning.
• Teamwork.