HR Assistant

Accountabilities: 

• Under supervision of the Personnel Administration Manager managing personal files 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 to meet legal requirements including specific amendments, when necessary, to ensure local labor and fiscal law compliance
• Preparing employment contracts in conformity with legal requirements including specific amendments, when necessary, to ensure local labor and fiscal law compliance.
• Preparing monthly pay slips for all staff, editing and updating the necessary data, to ensure the punctuality and accuracy of staff payroll.
• Following up all expiring rental contract dates and informing 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 PAM

MSF Section/Context Specific Accountabilities

HR Administration and Payroll

• Collect, verify and enter monthly payroll variables in HOMERE, including attendance, leave, allowances and deductions.
• Complete the Baghdad Coordination payroll checklist; verify employee data, variable payments, PIT and Social Security contributions; and submit the payroll to the PAM for review and validation.
• Prepare and distribute accurate monthly payslips and share the required HOMERE and payroll reports with the PAM.
• Support the monthly PIT and Social Security declarations and ensure staff information is updated on the relevant government platforms.

Contract and Personnel Administration

• Prepare employment contracts and amendments, submit drafts to the PAM for validation, follow up on signatures and ensure proper archiving.
• Monitor contract expiry dates and inform the PAM and relevant line managers in advance.
• Issue, update and recover MSF staff identification cards.
• Maintain complete and updated personnel files for active and inactive staff in both hard-copy and electronic formats, including documents received from the projects.
• Follow up on contracts, leave records, appraisals and other required HR documents for nationally hired staff.
• Follow up with staff and line managers on leave planning and ensure approved leave and balances are accurately recorded in HOMERE.
• Support staff onboarding and offboarding, including administrative documentation, briefings, clearances and personnel-file updates.

Health Insurance and End of Contract

• Manage staff health insurance enrolments, updates and cancellations, maintain accurate records and support staff with routine insurance matters.
• Prepare and verify end-of-contract documents and final-settlement elements, including outstanding salary, leave balances, benefits and deductions, for PAM validation.
• Coordinate staff clearance upon departure, including the return of MSF property, closure of benefits and insurance, and archiving of the inactive personnel file.

Staff Information and Briefings

• Organize HR briefings for nationally hired staff on the Internal Regulations, HR policies, employment conditions and administrative procedures.
• Provide staff with routine HR administrative information and refer complex or sensitive cases to the PAM or HR Coordinator.

Office and Guest House Administration

• Manage hygiene supplies, coffee-break materials and stationery for the Baghdad Coordination office and IMS guest house.
• Prepare and follow up on internal purchase requests and job requests related to the office and guest house.
• Supervise domestic staff, including task allocation, schedules, attendance, leave and performance follow-up.
• Monitor office and guest house conditions and report maintenance, hygiene, supply and equipment needs to the relevant department.

General Responsibilities

• Maintain strict confidentiality and ensure compliance with MSF data-protection and filing requirements.
• Provide HR records and supporting documents for internal controls, audits or legal follow-up when required.

Perform other HR or administrative duties delegated by the line manager or functional manager within the scope of the position.

Requirements:

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 – HR 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-baghdad-Recruitment@geneva.msf.org