HR ASSISTANT (FEMALE)

About Médecins Sans Frontières (MSF)

Médecins Sans Frontières (MSF) Doctors Without Borders) is an international, independent, medical humanitarian organisation that delivers emergency aid to people affected by armed conflict, epidemics, healthcare exclusion and natural or man-made disasters to populations in danger in more than 70 countries.

Job Summary

Execute administrative, HR, and legal-related tasks to support the Project HR Manager, following MSF standards and procedures, in order to ensure legal compliance and to realize the HR capacity required to achieve project objectives. This role specifically serves as the primary point of contact for female staff for HR and administrative matters, providing a supportive and confidential environment for female employees.

Duties & Responsibilities

Tasks and Responsibilities

-        Under supervision of the Project HR Manager managing personal files in order 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 in order to meet legal requirements including specific amendments when necessary in order to ensure local labour and fiscal law compliance

-        Preparing employment contracts in conformity with legal requirements including specific amendments when necessary in order to ensure local labour and fiscal law compliance.

-        Preparing monthly pay slips for all staff, editing and updating the necessary data, in order to ensure the punctuality and accuracy of staff payroll.

-        Following up of all expiring rental contract dates and inform 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 Project HR Manager

MSF Section/Context Specific Accountabilities

HR:

-       Act as the primary HR contact for female employees, offering support for any HR-related or administrative inquiries.

-       Advise the HR Manager regarding context, culture, and environment within the project and region, specifically regarding female staff needs.

-       Support recruitment for the Kandahar project, including communicating with candidates for tests/interviews, reserving meeting rooms, and submitting a list of candidates to the gates.

-       Receive requests for Daily Workers from departments, get approval from the Project HRM, call daily workers from the pool for the task, and follow up with their payment process.

-       Ensure all Project National Staff (NS) always have up-to-date MSF ID cards.

-       Maintain personnel files in a secure and lockable filing cabinet.

-       Post job vacancies and remove postings after the deadline, ensuring it is done at least once a week.

-       Compile MRH and PTC data for incentive staff payroll extracted from the biometric attendance machine.

-       Translate documents from/to mission language into the local language upon request.

-       Provide translation services during meetings, discussions, and interviews as requested.

-       Back up for HR Assistant 1 and Training Officer.

-       Support overall HR and Finance activities when requested by the Fin & HR Manager.

Supervision:

-       Supervise Nannies to make sure that the work is being on track as required.

-       Make sure the kindergarten has the structure needed, ensuring safety and security of the children

-       Prepare roster for Nannies every month.

Admin Tasks:

-       Preparing and sending the monhtly movement plan to the Movement Team in Kabul and follow up to make sure that the flights are booked accordingly.

-       Making exceptional flight bookings if not included in the monthly movement plan up on request and validation from the HRM.

-       Prepare weekly movement plan of HR, Finance and L&D offices and share it with KDH logistics dep’t for the movements within Kandahar.

-       Writing Job Request and Internal Request for Fin/HR dep’t when needed.

-       Food purchase order for IMSs every Sundays and Thursdays depending on the need.

Reports and Meetings:

-       Collect weekly reports from HR, Finance & LND, and share the consolidated report with the PC Support

-       Participate on the weekly supervisors and managers meeting 

Job Requirements

Minimum Requirements and Competencies

Education

-        Desirable finance, business or administration related diploma.

Experience

-        Essential previous working experience of at least two years in relevant jobs.

-        Desirable experience in MSF or other NGOs in developing countries.

Languages

-        Dari/Pashtu: oral and written - Essential

-        English: oral and written – Essential

Knowledge

-        Computer literacy (word, excel, internet) - Essential

Competencies

-        Results and Quality Orientation L2

-        Teamwork and Cooperation L2

-        Behavioral Flexibility L2

-        Commitment to MSF Principles L2

-        Stress Management L3

Submission Guideline

How to apply

1. Follow the below link OR scan the QR code to access the online job application survey. Candidates must fill in the survey in order to be considered for shortlisting: https://forms.office.com/e/dmfHhhnKPs

1. After completing the survey, send the following documents to email: msf-kandahar-recruitment@msf.org

1. CV and motivation letter

2. Diploma

3. Other relevant diplomas/certificates

4. ID card both sides (this will be used for visitor authorization pass)

5. Details of at least three professional referees

The interested candidates must answer the online survey and submit their documents before March 16, 2025 at 4 PM

**Only applications completing the online survey and sending supporting documents by email will be treated**

The reference your name–HR-ASSISTANT-FEMALE–2025 must be stated in the email to be valid. If you do not clearly state the position for which you are applying & attach the required diploma & other supporting documents, your application may not be considered.

Only candidates who meet the essential criteria will be shortlisted and contacted.  

MSF does not charge a fee at any stage of the recruitment process. All applications are free for all candidates and no one should require any payment or compensation during the recruitment process. May the candidate be asked for any fee, he/she must report to MSF Administration through the recruitment contact.

If you are selected to be part of the reserve pool, it means that MSF has validated you to be called in to work on a temporary basis, as needed. It does not guarantee that you will be offered a contract or a permanent position, even if such a position becomes available. A new recruitment can be done according to the current need.

Functional Area

Administrative

Countries

Afghanistan

Provinces

Kandahar

Submission Email

msf-kandahar-recruitment@msf.org

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