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:

Personnel Administration Manager

Main purpose of the job:

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

Accountabilities:

• Know labour 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’ (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.
• Is 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.
• In close collaboration with HRCo, ensures regular administrative meetings with all staff throughout the mission take place in order to ensure they are aware and respect their rights and duties and to inform them of any change in Labour 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.).
• Is responsible to ensure that 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 HRO/REHUCO for previous validation by HQ. Identifies deviations and shares them with HRCO in order to draw an action plan in case corrections are needed/convenient.
• Is responsible to ensure 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 Financial 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 NGOs 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.
• Ensure, in close collaboration with HRCO 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 ensures proper accommodation conditions (i.e. room, food, etc.) by informing all relevant people/departments.

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• Update and share monthly HR Matrix (BMRs) with HRCO for the mission after getting financial report at mid month.
• Support national staff line managers in defining team set-up and update org chart/ communication lines.
• Support HRCO during PoA and MYR to prepare supporting annex and statistics for mission.
• Act as Focal point for payroll and quality checks, ensure consistency in payroll process across mission.
• Ensure HR across mission has monthly checklist and calendar is followed.
• Make sure that local laws are adhered in managing local staff HR processes, and mission is compliant with tax, social security regulations in country.
• Responsible for the quality data across mission and HOMERE is randomly checked every month before finalizing monthly reporting. Share any issues with HRCO related to data and possible fraud.
• Initiate and support national staff disciplinary processes and help project admins to be coherent with Labor laws, ensure SOPs are followed to avoid any litigations.
• Ensure that all paperwork related to discipline, terminations are compiled and archived in files and on SharePoint for any reference.
• Coordinate with HOMERE referent when needed and adopt changes in payroll for post BMs or due to any changes in local laws.
• Share mission per all and monthly homere reporting with Homere referent and HROP
• Update Monthly HR sitrep
• Support to manage National Staff, Incentives, daily workers according to Internal Regulations and Iraqi labor laws
• Conduct briefings on local laws to international staff and provide management tips on local procedures.
• Act as focal point to gather information about labor laws (including tax and social security) changes and assist HRCO in updating IR when revision.
• Follow up and inform the mission about upcoming public holiday calendars and share Ramadan hours.
• Assist HRCO in ensuring contract templates corresponds to local legal requirements and MSF policies and adopt any changes or updates due to amendments in Labor Laws or regulations.
• Prepare and share monthly HR calendar for the mission and monthly HR reporting mission-wide
• Registration of POAs when signatories are changed both in KRG and FI.
• Responsible for preparing PIT & Social security reports on monthly basis and submit them to finance for payment as per the monthly deadline both in Federal Iraq as well as in KRG
• Collaborate with finance department for yearly financial reporting and provide supporting documents related to (SS and PIT) for submission at Tax office.

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Specific requirements for the role:

What we offer:

• Legal contract and pay in accordance with MSF Salary Grid. Level 10
• 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 – PAM” 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