Médecins Sans Frontières – OCBA (Operational Centre Barcelona -
Athens) is looking for an East Africa Unit Office and HR Coordinator
(Temporary
position based in Nairobi)
Médecins Sans Frontières is an international independent
medical-humanitarian organization, which offers assistance to populations in
distress, to victims of natural or man-made disasters and to victims of armed
conflict, without discrimination and irrespective of race, religion, creed or
political affiliation.
The MSF movement is build around five operational directorates
supported by 23 sections and offices worldwide. MSF OCBA is one of those
directorates.
The operations are implemented by 41 field teams and 20 mission
coordination teams and organizational units based in Barcelona, Athens, Nairobi
and Buenos Aires.
The field operations are guided and supported by 5 Operational
Cells, the Emergency Unit and other departments supporting operations
The Nairobi-based East African Unit aims to manage and support
MSF OCBA operations in strict link with the HQ in Barcelona.
In
order to properly support the Operations, a full support office was created in
2012 in Nairobi.
Job Context and General Objective
The East Africa Unit Office & HR Coordinator is part of the
coordination team at the MSF office based in Nairobi.
S/he is hierarchically under the Deputy Director of the
Operations Department (DDO) and functionally under the Head of HR
Management.
S/he
directly supervises all the back-office staff based in Nairobi (ACTER, Assistant
/Receptionist, Driver – Logistician, IT and any other that might be appearing
in the future), apart from the Preparation and Travel Officer, who is
supervised by the HR Advisor in Operational Cell 5 (Rehuco).
The main objectives of the positions are two-fold:
- to
make sure the correct functioning of the EAU Office is in place in order
to properly support MSF operations by leading and supporting the
back-office staff
- to
appropriately implement OCBA HR policies in the East Africa Unit, to
coordinate and develop all internal HR management processes for the office
(recruiting and selection, hiring, HR management, development and
training) and to actively participate in creating a positive working
environment
Main Responsibilities and Tasks
Office Coordination
1. Coordination and Management of the support office staff
- S/he
is responsible to properly guide, motivate and manage the staff under
his/her responsibility.
- To
coordinate the activities of back-office staff based in Nairobi (ACTER,
Assistant /Receptionist, Driver, Logistician, IT officers and any other
that might be appearing in the future)
- To
support the staff in the process of their incorporation and assumption of
their responsibilities. Follow-up the team in a daily basis by setting
objectives and priorities and providing guidance regarding the content of
their role. Provide feedback and do the evaluation for the support office
team.
- To
ensure proper coordination between the different positions and the rest of
the EAU and facilitate support from the appropriate HQ Departments as
needed.
- S/he
is responsible to organize the back-up of the above-mentioned staff when
needed
- S/he
is directly responsible for the selection of (new) back-office staff.
2. Internal functioning of the EAU Office
- S/he
is responsible for the definition, adaptation and implementation of MSF
procedures in the EAU: HR, Finances, Facilities, Internal Organisation
etc.
- To
ensure consistency and information flow with the Kenya-Somalia mission in
Nairobi.
- To
communicate with the different Departments in Barcelona in order to
streamline local procedures and to facilitate the resolution of problems.
- S/he
is responsible to ensure the correct functioning of the EAU Office in
General Services (logistics, facilities,administration and legal compliance)
and takes decisions autonomously for those areas that have been
decentralised and in collaboration with Barcelona for the rest.
3. Finance and Purchasing
- S/he
is responsible for the elaboration of the EAU budget and its revisions and
follow up.
- To
authorise purchases and invoices (with the limits established by the DDO
and Finances and Logistics department) for the EAU.
- To
act as account signatory for the EAU bank accounts in absence of the main
signatories.
Human Resources Management
1. HR strategy and policies
- To
support the DDO with the planning exercises at the EAU, both in terms of
definition of HR needs (FTEs) and in terms of strategic HR strategies for
the EAU
- Regularly
to analyze EAU structure and to propose changes as needed to DDO.
- To
ensure that vacancies are opened in time according to the procedures set
out by OCBA, and to ensure that job profiles are correct and kept updated.
- In
collaboration with HR Department, to propose strategies and policies –if
needed- adapted to the context and makes sure that EAU develops into an
environment that facilitates innovation and integration at all levels.
- To
ensure compliance with all HR policies, procedures and guides, updating
them if necessary and in line with OCBA, and supporting the EAU teams in
using them.
- Keep
EAU teams informed and help to circulate information concerning HR news or
policy changes.
2. Recruiting and induction
- To
make sure the recruitment and selection processes for EAU staff are
properly implemented, in coordination with the OCBA Recruiting Area
Coordinator and provides the necessary technical support to the heads of
the units in question.
- To
ensure the transparency of the process, communications and the best
feedback possible to applicants.
- To
ensure the definition and implementation of an adequate induction plan for
any new employees who join the EAU.
3. Administration and Remuneration
- S/he
is fully responsible for staff administrative management in the EAU.
- S/he
is knowledgeable about the legislation in force in the country and ensures
that MSF complies with it.
- S/he
is knowledgeable about MSF and OCBA policies concerning working conditions
and ensures compliance with these.
- Observes
and fosters confidentiality in the use and filing of all staff files on
employees in the EAU.
- To
participate in the revision of Internal Regulations under the supervision
of the DDO and in line with the Kenya-Somalia mission IR.
- To
control and implement Health and Safety procedures at the EAU, ensuring
that MSF complies with rules and regulations in force and avoiding risks
for employees and economic sanctions for MSF.
- To
implements the health policy for the EAU office, based on the OCBA health
policy and in particular the health policy for the Kenya-Somalia missions
and NET.
- To
adapt and implements the MSF hiring policy in the country in line with
local legislation and the needs of the EAU and OCBA; ensure proper
implementation at every phase (visas, work permits, first hiring,
insurance, probationary periods, dismissals, sick leave, etc.).
- S/he
is responsible for preparing wage slips at the EAU using the most adequate
tool.
- S/he
is responsible to propose and implement once approved by DDO and Head of
Compensation and Policies and/or HR DIR in Barcelona any change within the
remuneration of the staff of EAU (per diem, salary scale, inflation
adjustment etc.) in line with the decisions related to the Kenya-Somalia
mission.
4. HR management
- To
perform all necessary tasks to ensure adequate management of Human
Resources at the EAU office, in line with HR guidelines.
- To
provide technical support to all supervisors concerning HR management,
ensuring they know, understand and apply HR management policies and tools.
- To
identify when support and guidance concerning staff management is needed
and provide this, giving advice on Human Resources management.
- To
manage potential work-related conflict between the team members.
- To
monitor the working dynamics and conditions of the teams, all HR-related
matters and the general standard of HR management on a regular basis,
ensuring follow-up of the EAU staff in their everyday work, including
attendance/absences/leave/holidays etc, and other aspects needed for the
team and working environment to run smoothly.
5. Development & follow-up
- To
make sure all managers identify areas of development within their staff
and help in the definition and assessment of the learning needs of the
staff.
- To
link with the Barcelona Learning Unit on the above.
- To
ensure that a competency-based Performance Management System is put into
practice and followed up, according to the protocol and the procedure
defined by OCBA.
- To
train and support all those who have to carry out a performance management
assessment.
- To
organise, centralise and systematise documents and procedures pertaining
to the performance management system at the EAU in line with the
procedures set out by Barcelona HQ.
- In
collaboration with Learning Units, to organize trainings for the staff as
identified through the learning needs assessment.
6. Reporting
- Under
the supervision of DDO and HR Department, to define and report on specific
HR indicators and objectives.
- to
check the quality of the information management system data (SAP) and of
other management tools, reporting according to the HR indicators.
Selection Criteria
Training and experience
- University
degree in Economics, Business Studies, Humanities, HR or the like.
- At
least 2 years' experience in a job with responsibilities in (HR)
management, preferable in the non-profit making sector.
- Consolidated
experience and knowledge of global HR management (selection,
administration, competency-based management, training, etc.).
- Work
experience at international level is desirable.
- Fluent
English. Knowledge of Swahili, French and/or Spanish desirable.
- IT
working knowledge (Microsoft Office). Knowledge of the ERP-SAP system is
an asset.
- Field
experience with MSF or other humanitarian NGOs is a plus.
Others
- Highly
motivated and interested in the humanitarian sector.
- Timetable
flexibility
Competencies
- Commitment
to MSF’s Principles
- Cross-cultural
awareness
- Behavioural
flexibility
- Stress
management
- Analytical
thinking
- Results
and quality orientation
- Service
orientation
- Planning
and organising
- Teamwork
and cooperation
- People
management and development
Job Conditions
Location: Based in Nairobi, at the Médecins Sans
Frontières-Spain Headquarters
Full-time job
Temporary contract until December 2013.
Annual gross salary + Secondary Benefits based on MSF OCBA
Reward Policy
Start date: immediately
Applicants should send their curriculum vitae, and cover letter
under the reference “EUAOFFHRCO” to:
Médicos Sin Fronteras / Dpto. RRHH
E-mail: recruitment-bcn@barcelona.msf.org
E-mail: recruitment-bcn@barcelona.msf.org
Replies will only be sent to short-listed candidates.