HR/ Administration & Field HR Unit Head
Work Location: Nairobi
Application deadline: 10th February 2023
Médecins Sans Frontières
(MSF) is
an international independent medical humanitarian action-driven 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. 26
associations, 24 sections, and 16 branch offices make-up the international
movement and work in partnership around 6 operational entities.
MSF EASTERN AFRICA
MSF Eastern Africa (MSF EA) came into being in 2021, growing out of the Nairobi Branch Office. The section is the regional institutional office for MSF in Eastern Africa and focusses on representation and networking, including with humanitarian organizations and authorities, recruiting and supporting staff from the region, communications and fundraising, as well as on other dossiers of importance to MSF such as Diversity, Equality and Inclusion (DEI), mutualization, trainings, medical operational support and environmental health.
MSF EA has identified key
transversal areas of focus in its two-year strategic plan 2022-2023. This will
enable the Section to grow and provide strategic support to the operations
while building its capacity for future operational ambitions.
The Section provides
operational (and administrative) support, interacts with the movement at
different levels and is currently hosting teams/desks/units from other offices.
This interaction involves different elements including mutualization,
coordination and organisation of the activities, structure and resources which
need to work within the MSF EA set up.
The HR department of MSF
EA is composed of various units and teams including; Office HR & Admin
Unit, Training & Learning Unit, Staff Health Care unit, and Field HR Unit.
This position will manage & supervise the office HR/Administration and Field
HR Units under the HR department.
JOB PURPOSE
The role of this position
is to provide strategic and tactical support to the core HR functions of the
section and ensuring role of HR is implied as a strategic business partner in
all areas of support and collaboration.
The Head of HR &
Administration is a senior team leader, and hierarchically reports to the HR
& Admin Director of MSF EA. H/She will be a member of the extended
management team of MSF EA, provides strong input on strategic developments of
Field HR area and guidance on HR and administrative matters related to the
office operations.
H/She will ensure that the
MSF EA fulfils all requirements necessary of a Section office in terms of its
Field HR mandate, analysis and reporting of the same, maintaining a close link
with OC’s and partner Sections HR department’s and is an active member of key
platform’s contributing to global initiatives for HR and strategic direction
and positioning of the Section office.
H/She will provide
technical support and guidance to the HR/Admin unit team and ensuring policy,
system, process and procedures are in place to support the Section office
operations in Nairobi.
Duties &
Responsibilities
Human Resources Management
Accountable for all Office
& Field HR Unit management and strategic requirements, Work in close
collaboration with the HR Director and MT for realisation of the Global vision
and Strategy of MSF EA.
1. Field
HR Management:
- Define/review
and ensure implementation of the Field HR strategy on the broader vision
of MSF EA and global orientation, ensuring that the strategy is aligned to
the vision and other broader initiatives of the office.
- Develop
initiatives, concepts, alternative approaches and solutions to Field HR
needs through active engagement with various platforms locally and
globally.
- Ensure
that the definition of needs for recruitment & career management for
MSF EA and alignment with the wider movement for the region are clearly
anticipated, appropriated and prioritised within the planning, and
internal mechanisms/resources are in place and available to give proper
feedback and support to current and new requests.
- Represent
the MSF EA at various platforms on HR where needed and promote the
strategies and vision to assure its well aligned with other global
initiatives within or outside the movement.
- Contribute
to and participate on discussions/forums and documents required for the
MSF EA HR initiative and attend internal/external HR platforms and
meetings to promote and discuss progress, strategy and buy-in from other
interlocutors.
- Ensure
alignment of the induction and global on boarding initiatives to the
recruitment and proximity/career management plans/activities.
- Ensure
that the MSF EA HR team works coherently with counterparts in OC’s &
sections and objectives and expectations are realised through active
interaction, discussion and exchange.
- Support
& supervise the staff in the Field HR unit and align responsibilities/activities
accordingly in order to align to the global strategy/vision.
- Follow-up
the team on regular basis by setting objectives and priorities and
providing guidance regarding the content of their role.
- Manage
and implement the budget of the Field HR unit and participate in annual
planning exercise.
2. Office HR
& Admin management:
- Participate
in the HR function in the annual, mid-year and other adhoc planning
exercise.
- Provide
leadership and technical support/advice in all aspects of Office Human Resources
management for the MSF EA.
- Provide
close supervision, guidance and support to the HR Manager, providing
technical support in key areas on rewards/compensation, onboarding and
hosting functions, policy framework and procedures, and to ensure that clear
activities and objectives are defined and met by the team.
- Follow-up
the team on regular basis by setting objectives and priorities and
providing guidance regarding the content of their role.
- Identify
when support and guidance concerning staff management is needed and
provide this, giving timely advice to staff and department/unit
supervisors.
- Manage
potential work-related conflict between the team members and ensure
mitigation of the same through relevant procedures/guidelines where
necessary. Ensure that the behaviour commitment and work ethics are
followed and implemented, with proper mechanisms for handling grievances
in the office.
- Safeguard
HR data through key function in the ERP and as key actor in Data
protection and security function. Observes and fosters confidentiality in
the access, use and management of all staff data (GDPR application).
- Support
the HR Manager in the set-up of the administration team and define roles
and responsibilities of staff concerned.
- Ensures
consistency and adequate/appropriate information flow within the office
and with other MSF offices on all HR/Administrative matters.
- Facilitates
communication with the relevant Departments in OC’s in order to streamline
local procedures and to facilitate and resolve problems.
- Ensure
a proper reward system with proper management and administration of staff
payments, payroll management/implementation and application of required
taxes and statutory requirements by Law for staff in Kenya and implication
of all non-Kenyan staff working in the MSF EA under different
international contracts.
- Ensure
proper monitoring and review of the rewards and compensation structure,
advising on benchmark, inflation or other necessary adjustments based on
local and global trends.
- Advice
on 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.
Reporting
- Focal
point on MSF EA data, statistics and reporting internally and in the
movement.
- Ensure
that activities and key indicators are visible and adequately reported as
required of a section through various channels.
- Ensure
the quality of the information provided through proper tools and systems
for reporting.
- Provide/produce
any other relevant HR reports required of the MSF EA for internal/external
use.
Qualifications
Training and Experience
- University
degree in Economics, Business Studies, Humanities, HR or the like. Masters
is desirable.
- At
least 4 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 is desirable.
- IT
working knowledge (Microsoft Office).
- Knowledge/experience
with ERP is an asset.
- Field
experience with MSF or other humanitarian NGOs is a plus especially in
operations and HR.
- Demonstrated
strong leadership and management experience.
Competencies
- Commitment
to MSF’s Principles
- Cross-cultural
Awareness
- Strategic
Vision
- Results
and Quality Orientation
- Service
Orientation
- Planning
and Organising
- Initiative
and Innovation
- Teamwork
and Cooperation
- Leadership
- People
Management and Development
- Networking
and Building Relationships
- Security
awareness and Management
WE OFFER
A 3-year renewable
full-time employment contract as soon as possible through MSF East Africa
Section Office in Nairobi.
An annual salary of KES
6,217,417based on a fulltime appointment.
Global benefit package;
includes school fee benefit/support for dependents and other allowances ranging
between KES 75,000-140,000/month based on individual & administrative
status.
Other benefits include: 25
days of annual leave, Employer Pension contribution, Relocation support for
non-Kenyan residents etc based on MSF EA terms/conditions.
How to Apply
If you recognise yourself
in this profile, we welcome you to apply directly via the link provided below
Applicants are required to
upload a letter of motivation + Curriculum Vitae (in English) in PDF format as
one combined document.
The closing date for
applications is on 10th February 2023
Information
Please note that only
candidates that fully meet the requirements of the position will be taken into
consideration. Women and persons with disability are highly encouraged to
apply.
At MSF, we are committed
to an inclusive culture that encourages and supports the diverse voices of our
employees. We welcome applications from individuals of all genders, ages,
sexual orientations, nationalities, races, religions, beliefs, ability status,
and all other diversity characteristics.
We apologize that due to
the volume of application we receive only shortlisted candidates will be
contacted. Incomplete applications will not be considered.