Personnel Administration Manager

Main Purpose  Responsible  for ensuring that MSF is a Responsible employer, supports proper management of HR across the board and assumes full responsibility of all Administrative and legal issues in the Mission. AccountabilitiesKnowledge of Kenya labour laws and regulations; keepher/himself informed of any amendment made in labour legislation by regularlychecking legislation sources and/or regularly meeting with lawyer, other localauthorities at this level.Knowledge of MSF policies, procedures, tools,standards and principles regarding all staff' (locally hired staff,international, regional, etc.) working conditions, benefits and remuneration,job profiles and function grids, health coverage, etc., adapts them to theMission reality and ensures an equitable, efficient, transparent, fair andaccountable implementation by all relevant staff throughout the Mission.Responsible for the proper implementation and followup of internal regulations and terms of employment contracts of all locallyhired staff, ensuring that all staff are employed in the frame of fair labourconditions, and according to local legislation, MSF HR vision, values andprinciples. Payroll Management: Oversee and supervise effectivepayroll processes in the whole mission by coaching and supporting HR Assistantsin all projects within the country, ensuring timely and accurate completion andcompliance with MSF standard financial operations. Focal point for payrollsystem and finance interface (Homere & Unifield).Ensures that all functions and job profiles at Missionlevel meet with the Mission's function grid approved by HQ and are aligned withMSF Standard Job Profiles and Function Grid, and that any new function oramendment to an existing one (including significant changes in responsibilitiesand/or mixing existing functions) are requested in advance to HRCo andHRO/REHUCO for previous validation by HQ. Identifies deviations and shares themwith HRCo in order to draw an action plan in case corrections are needed/convenient. Ensure that Locally hired staff  remuneration (salary, post adjustments,compensations, final settlements, etc,) and benefits (holidays, leaves, socialcoverage, health coverage, etc.) meet with the Mission's salary grid validatedby HQ, Internal Regulations and HR policies, ensuring MSF acts as a responsibleemployer at any time.Ensures fulfillment of national legislation regardingemployees' taxes and social security at Mission level, checks that monthlydeclaration forms for taxes and employee/employer social security contributionsare correct and sends them to the Financial Department.  Informs HRCo in case a legal risk is detected withinher/his area of responsibilities and suggests actions to take in order toprevent it. Follows up employees' claims and keeps HRCo informed at any time.   Incharge of DOSH audits in the mission and ensuresthat MSF, as an employer, as well as all MSF employees comply with safety andrisk prevention measures as stated by local legislation and/or MSF standardpolicies and procedures. Ensure an efficient filing system (physical andelectronic files) of all administrative files at Mission level, granting strictconfidentiality of employees' personal files and other administrative privatedocuments upon request of HRCo, and ensuring preparedness in case ofevacuation.  Upon request of the HRCo, maintain regular contactwith ministries, national administrations, other MSF sections and other NGOs toimprove/keep up to date with administrative practices. Knowledge of HRIS system (Homere) in depth and ensuresa proper parameterization, use of the system and quality of data throughout theMission, being her/himself the Missions' technical reference in absence of aperson specifically in charge of the system.  Administrativemanagement of Health Insurance for locally hired staff  including contracts, payments and follow up onstaff enquiries. Mission focal point foronboarding and induction of new staff and designing a specific onboardingexperience for each project assigned.Prepares and compilesmonthly & annual Mission HR reports and shares with HQ. The selected candidatewill report to the Human ResourcesCoordinatorRequirements EducationEssential:  University Degree or further specialization in Human Resource Management or BusinessExperienceEssential: Experience in HR Management positions (minimum 4 years).LanguagesEssential: Excellent command of English and Swahili Knowledge CompetenciesEssential: Computer literacy  Results and quality orientation,teamwork and cooperation ,people management and development.behavioural flexibility.commitment to MSF Principles & stress management