DEPUTY FINANCE AND HR COORDINATOR to work in INTERNATIONAL HUMANITARIAN MISSIONS

The Deputy HR / FIN Coordinator works closely with the HR / FIN Co to help ensure proper HR and administrative management of the mission. He/she is the back-up of the HR / FIN Co, able to step in and assume the responsibilities of the HR/ FIN Co when s/he is absent. Additionally, the Deputy HRCo:

• is the first-line technical referent supporting field admin for national staff administration (rules, procedures, Homere, etc.)
• is responsible of the daily follow-up and management of the administrative issues
• advises HRFIN Co and helps ensure legal obligations are respected in the mission.

Legal and administrative management

• Ensures the good management of all the contracts (employees, lease agreements, car rental, insurances);
• Be the contact person with the lawyer.
• Follows the court cases or the legal procedures with the lawyer;
• Ensures all the, fiscal, social, labour laws are followed and respected in all the administrative issues of the mission;
• When needed, participates to the negotiations for the signature of agreements, MoU, contracts and ensures the legal requirements and the MSF procedures are respected;
• Is the contact person for all the authorities for admin related contacts (Ministries, local authorities for fiscal, legal, labour related issues) and ensures a good communication flow with the HR coordinator about these contacts;
• Lease Agreements/Contract
• Ensures the follow-up of the lease agreements of the mission (capital and field) for houses, warehouses, offices (update and payments).
• Ensures that all the contracts are in accordance with the standard and the law. Keep proper follow up and ensure timely renewal if needed.
• Ensures all the MSF properties are insured and follows closely with the CoTL all the insurance contracts;
• Ensures, in a proper filing system of the documents; all agreements (MOU’s), contracts, employees’ files in the capital office, for capital and all the originals for fields International staff HR and administrative Management Deputy HR & Administration Coordinator is responsible for the administrative follow up of expatriates by supervising the Admin Assistant for:
• Acquisition and extensions of visa for expats
• Travel and movements of expats
• Planning & implementation of long weekends according to mission policy
• Follow up of initial, midterm and final evaluations of expats National HR and administrative management
• Field support
• Is the support for the fields for all the national staff management related questions;
• Controls the recruitment procedures, vacancies, interviews, contracts’ renewals, amendments, ends of contracts…;
• Advices the field admin to ensure consistency and objectivity for disciplinary measures and dismissal;
• Supervises the administrative management in the capital & fields: local tax, vacancy notices and recruitment procedures, working hours, general management of the national human resources and daily workers; Ensures all the legal and social laws are implemented on the fields;
• Follows-up the update of the organization charts, job profiles, local rules with the fields admin;
• Facilitates the communication flow between the fields and the capital for all the legal and administrative procedures, helps to write documents on this subject when needed;
• JP, Evaluations & Trainings - Follows the evaluation plan for the mission national staff and makes the evaluations for the staff depending on the administration;
• Prepare and follow up of Expats evaluation plan and make sure the evaluation has been done in time.
• Follows the training plan and proposes/looks for trainings for the identified staff;
• Updates the job profiles for administration staff and helps the other department when needed; External relations
• Facilitates the contacts and the public relations with all the admin related Ministries or State institutions, like the Ministry of Interior;
• Keeps regular contact with other NGO’s about the admin procedures implemented by them. Reporting
• Compiles sitrep for HR & Admin Department and monthly HR & Admin report. Finance and budgeting
• Compiles the monthly check list for the Hr & Administration department
• Compiles and follows up the administration budget for the Coordination project location
• Together with HRCo and the HR responsible compiles and follows-up the HR budget for office
• Together with the HRCo compiles all HR and administration budgets of the mission