Médecins Sans Frontières (MSF) is an international, humanitarian, non-governmental organisation providing assistance to people in need as a result of natural and man-made disasters, irrespective of race, religion, ideology or politics.

We are seeking to employ a candidate for the following position:

HR Coordinator Assistant

Main purpose of the job:

Implement general administrative procedures in order to ensure documentary traceability as well as compliance with local labour and fiscal regulations, under the HR Coordinator’s supervision.

Accountabilities: 

• Following the HR Co’s instructions, supervise that the internal regulations are followed in the mission in order to ensure both tax and labour 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 and/or living conditions in order to facilitate staff integration and their security.
• 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 integration.
• Collect the variable pay slip elements on Homere (paid holidays, sick leave, unpaid leave, etc.) in order to ensure accurate and on time payroll payment.
• Supervise the payroll process, checking the list of employees and amounts payable (variable pay, taxes, social security’s contributions, etc.) in order to ensure accuracy and on time payroll payment.
• Follow-up cost of living on a regular basis.
• Register applicants to training activities and help the HR Coordinator to evaluate the results in order to improve return on training expenditures.
• Support the HR Coordinator to draw up annual holiday planning in order to schedule staff shifts and cover operational needs.
• Supervise project budget execution in order to detect deviations and recommend corrections.
• Organizes travel and files of all Staff arriving/departing the Mission, including International Staff documentation (visas, MSF card, Mission Orders, etc.), booking and purchasing plane tickets, keeping / renewing passports and organizing briefings / induction.
• Ensure that all staff have valid work, stay, travel permits.
• Ensures staff travelling through the capital is picked up, has appropriate papers and a place to stay.

_________________________________________________________________________________

HR Tasks:

• Supervise the HR assistant to coach and train when needed, provide clear instructions and feedbacks for the work produce by team.
• Be focal person for all administrative/arrangement management this includes briefings, holiday planning, movements, accommodation, etc.) of international staff in the mission.
• Coordinate with HR/transist assistant in Erbil and share updates for all arrivals and departures.
• Support HRCO/PAM to provide admin and other support in the redundancy & termination process, including but not limited to the provision of legal clarity of local laws, and contribute to providing history and contextual updates.
• Supervise and ensure the effective use of Daily Worker by hiring manager and verify Validations are done by requesting departments.
• Support in collaboration with the labor department in absence of PAM.
• Collect any share any updates on new regulations, official notifications by federal government.
• Assist PAM/HRCO in getting clarifications for administrative procedures/orders.
• Follow up on staff annual leaves with line mangers and ensure staff has leave planners.
• Cover PAM or HR/Transit assistant when gap or during holidays.

Admin Transit Task:

• Assist HRCO for mission replacement planning and ensuring domestic admin formalities prepared before arrival of IMS.
• Coordinate with FMR once matching is confirmed to initiate visas on time.
• Communicate and coordinate with field team on movement planning within the mission.
• Support HRCo to complete IMS EOM and early return formalities, booking flight and sharing travel dates with FMR.
• Conduct Briefing for expats on arrival and share mission Ims policies to ensure they are updated on applicable mission HR policies. (holidays and break, visa run etc while in mission)
• Coordinate with HR/Admin Transit Assist and field team to organize local movements and international movements for holidays.
• Make sure upon arrival of IMS perdiems are given or organized when its weekened.
• Organize briefigns for expats upon their arrival
• Compile all required documents to obtain IQ visa for visitors and IMS replacements
• Send and coordinate with FMR once IQ and KRG visa is issued
• Assist IMS/LHs for obtaining visas when needed for official travel (Trainings, Coordiantion weeks, and Detachments etc)
• Focal point for visa submission and interaction with DNGO, COMSEC and the residence office and timely follow up in the platform for all applications.
• Support HR Transit assistant to be replacement for visa follow up in absence of HRCO Asst.
• Update Monthly Sitreps for Tranist activities for mission level.

_________________________________________________________________________________

Specific requirements for the role:

____________________________________________________________

What we offer:

• Legal contract and pay in accordance with MSF Salary Grid. Level 07
• The chance to gain professional development and to develop (career path, training, etc.) within the organisation.
• The opportunity to contribute to our objective of saving lives, alleviating suffering and working with those most in need.

How to Apply:

Interested candidates are invited to submit their complete application file (Updated 2 pages CV + motivation letter+ Certifications & Diploma + ID Card + References), Only applications with complete documentation will be considered.

By email to MSFCH-baghdad-Recruitment@geneva.msf.org

Please indicate “BGD – HRCO Assistant” in the e-mail title.

We encourage all applicants to submit a cover letter that introduces themselves, outlines their motivation for applying, and highlights their suitability for the role. Your resume should clearly present your experience, key responsibilities, and demonstrated skill set. This information is essential for us to assess your fit for the position and understand how your background aligns with the job requirements.

Only English CVs are considered.

Only shortlisted candidates will be contacted. (Please make sure your email and phone number are updated)

Female candidates are encouraged to apply.

Candidates are encouraged to apply early, as applications may be screened prior to the vacancy deadline.

The protection of your personal data is important to MSF. By submitting your application, you consent to MSF using your data only for the recruitment process to have all the information and documents necessary to proceed with the recruitment, validation of your application and selection of the most suitable candidate. Your data will be treated confidentially. Only people part of the recruitment process has access to your data. MSF does not sell your data under any circumstances. If you have any questions or requests, you can contact msfch-erbil-recruitment@geneva.msf.org