Human resources coordinator (F/M) at Medecins du Monde

About the Job

Under the supervision of the general coordinator, you main responsibilities are to define, adapt, plan and supervise the implementation of the Mission’s human resources infrastructures including internal procedures and policies, compensations and benefits, talent management, staff disciplines, career development and learning or team building while respecting the local context and legislation and MdM policies and values. He/She supervise directly one deputy HRCo and provide technical support to three field admin staff on the HR management of the mission.

Your Job Description

• HR Strategy
  • Establish and update an HR strategy and ensure it is aligned with the local HR regulations and our HR protocols.
  • Participate in discussion on HR set-up and share recommendations.
  • Monitor and update the organisational chart of the mission, draft and update organisational charts and job descriptions, identify different levels of responsibility.
  • Participate in the definition of Human Resources needs in terms of writing project proposals and any amendments.
  • Update and monitor the HR budget (number of staff, total payroll, training, other benefits, travel, etc.).
  • Participate and ensure the rolling out of the new classification and salary grid within the mission as well as the new salary policy for national staff.
  • Update the HR documents of the mission (internal regulations, conditions of employment, medical policy, policy for managing abuse and misconduct, HR management procedures, staff delocalisation / relocation policies) and check compliance with local legislation and MdM policies.
  • Participate and give recommendations on audits encompassing HR.
• National Human Resources Management
  • Ensure the recruitments process in time, quality and compliance.
  • Update and check the monthly data salary (pay settings), in addition to the income tax and social security monthly statements.
  • Supervise existence, follow up and up to date staff leave plans (national and international) to ensure anticipation of gaps and coordination for the best use of mission human resources.
  • Monitor and follow-up the HR issues managed by the MdM’s legal counsel.
  • Develop and harmonize HR tools and supervise the implementation by the field teams.
  • Set up staff representatives within the mission and ensure interfacing.
  • Supervise and/or carry out HR recruitment (job advertisement, profile, recruitment, reception/integration).
  • Deploy and monitor the evaluation schedule for national staff.
  • Supervise administrative management of national staff: drafting contracts, monitoring, establishing and archiving staff records.
  • Advise line managers on resolving conflicts between members and disciplinary measures according to national procedures and MdM protocol.
  • Organize and follow-up the training plan.
  • Manage health insurance services/contracts for national staff and manage psychological support to provide to staff.
• Expatriates Human Resources Management
  • Ensure the process for visas, work and residency permits.
  • Disseminate housing policy, explanation of rules and tools.
  • Follow up of leaves.
  • Archive documentation (visas, contracts, etc.).
• Team Management
  • Recruit the staff under your direct or technical responsibility and provide regular evaluations.
  • Reinforce the capacity building of the HR department staff.
• Technical Support & Capacity Building
  • Define and follow-up training plan for the national staff.
  • Explain the MdM HR procedure and tools to staff.
  • Organise presentation/information sessions on code of conduct, PSEA, Child abuse and anti-fraud and corruption policies.
  • Train the HR national team on the general HR administration procedures in place.
  • Develop and conduct HR management training on specific topics (recruitment process, HR follow-up table, etc.) in order to increase the MdM team member capacities and knowledge.
  • Manage internal mobility for national staff alongside relevant coordinators.
  • Analyse staff annual appraisals and highlight the strengths and areas of improvement, the training needed.
• Communication, Reporting & Capitalisation
  • Provide monthly report via the SitRep.
  • Liaise with International NGOs HR coordinators in-country.
  • Ensure the archives of folders of national staff.
  • Elaborate HR Reports and contribute to all other reports by providing relevant data related to the position.
  • Approve monthly statements and ensure sending them monthly to HQ.

The Job Requirements

• Master’s degree in management (HR specialization would be appreciated).
• At least 2 years of working experience in a humanitarian context as HR coordinator, administrative coordinator or in HR management.
• Solid experience in conflict or difficult context is an asset.
• Good experience in identifying and analyzing training and recruitment needs and developing capacity building strategies.
• Strong experience in negotiation and relationships with authorities in a moving and difficult legal context.
• Excellent organization skills.
• Ability to adapt schedules according to priorities and unforeseen events.
• Capacity to read, construct, and analyse a budget and carry out budget monitoring.
• Ability to conduct professional interviews (recruitment, guidance, etc.).
• Track record in designing, formalizing and adapting procedures / recommendations relating to HR.
• Successful experience in analysing, structuring and supervising a pay and staff administration process.
• Ability to understand and interpret the legal administrative framework for staff and the MdM rules.
• Team spirit.
• Ability to work and live in a challenging context.
• Excellent knowledge of Windows environment (Word, Excel, etc.).
• Languages: English is mandatory (at least C1 level), French is a plus.
• You embrace the core values and support the proactive philosophy of Médecins du Monde.