Human Resource Assistant
Medecins Sans Frontieres
Total years of experience :11 years, 2 Months
Execute administrative and legal related tasks, under supervision of the Administrator Manager, checking payroll calculations and updating personal files in order to ensure accuracy, compliance and on time payments.
•Recruiting staff, which involves developing job descriptions and person specifications, preparing job adverts, checking application forms, shortlisting, and interviewing.
•Prepare employment contracts in conformity with legal requirements including specific amendments when necessary in order to ensure local labour and fiscal law compliance.
•Enter data into the HR database and personal files and keep them up-to-date in order to facilitate HR processes management.
•Update Social Security Tax office employee files in order to meet legal requirements and duties.
•Draw up monthly pay slips for all staff, editing and updating the necessary data, in order to ensure the punctuality and accuracy of staff payroll.
•Draw up the final pay slip and employment certificate at the end of a contract in order to meet legal requirements while defending MSF ’s interests.
•Follow up all expiring rental contract dates and inform the Finance Department Personnel Administration Manager in order to leave enough time to arrange a renewal or look for some other alternative.
•Assist the administration manager in the prevision of monthly treasury and planning in order to ensure the coverage of daily needs, advances on salaries, payroll, etc.
•Process the payment to suppliers and keep strict on all documentation involved, informing the administration manager of any sort of disparity.
•Make all administrative information available to the staff (posting, meetings, etc.)
•Support the Administration Manager in translating documents into local language.
•Assists the Personnel Administration Manager in meetings upon request.
Assist in the preparation of the annual administrative budget related to the departments’ administrative expenses, including rents, legal, insurance etc...
•Prepare leases, tenancy agreements, licenses and easements
•Review all insurance policies and ensure policies are kept updated and renewed in a timely manner
•Negotiate with suppliers when needed to provide us with quotations
•Follow up on personal accounts by calculating interests and preparing bank reconciliations
•Forward legal documents to the appointed legal advisors for review and ensure proper follow up until completion of task.
•Handle the Maintenance Agreements including agreements terms and renewals (Elevators, escalators, generators, A/C, Alarm System, Intrusion System, etc…)
•Follow-up on maintenance visits to ensure adherence to contract terms and agreement before proceeding with the payments
•Prepare customized proposals, packages, reports and presentations
•Update and chase delegated tasks simultaneously and follows through on issues in a timely manner to ensure progress to deadlines
•Maintain and Follow-up a specific calendar and ensure meeting deadlines
•Process replies on own initiative or from manager’s dictation or notes
•Check deadlines on incoming requests and put preliminary work in play.
•Provide general administrative and clerical support including mailing, scanning, faxing and copying to management
•Assist the board of directors and executive committee in multiple tasks as needed
•Follow up, execute and coordinate all transactions and communications related to the executive committee personal projects
•Perform basic accounting duties
•Prepare Letter of Credits and standby Letter of credits
Recruiting staff, which involves developing job descriptions and person specifications, preparing job adverts, checking application forms, shortlisting, and interviewing.
•Prepares employees for assignments by establishing and conducting orientation and training programs.
•Ensures planning, monitoring, and appraisal of employee work results by training managers to coach and discipline employees; scheduling management conferences with employees; hearing and resolving employee grievances; counseling employees and supervisors.
•Process documentation and prepare reports relating to personnel activities (staffing, recruitment, training, grievances, performance evaluations etc)
•Coordinate HR projects (meetings, training, surveys etc) and take minutes
•Assist in payroll preparation by providing relevant data (absences, bonus, leaves, etc)
•Properly handle complaints and grievance procedures
Handles incoming and outgoing telecommunication, emails and faxes relative to the department.
•Schedule and prepares for meeting agendas
•Handle all inquiries within capacity and Route calls elsewhere as needed
•Support executive events and conferences
•Follow up, execute and coordinate all transactions and communications related to the executive committee personal projects.
•Follow up and execute all matters related to the executive committee personal and business travels.
•Supervise Archiving and filing of all the correspondence and documents related to the administrative workflow of the department.
•Performs accounting duties as assigned
•Update and chase delegated tasks simultaneously and follows through on issues in a timely manner to ensure progress to deadlines
•Check deadlines on incoming requests and put preliminary work in play.
•Process replies on own initiative or from manager’s dictation or notes
•Maintain calendar; ascertain to Fix commitment deadlines
•Assure discreet handling of all business
•Performs miscellaneous duties as required
•Follow up and execute missions related to the department
•Perform other related missions as required.
Assisting with all aspects of administrative management, directory maintenance, logistics, equipment inventory and storage
•Managing inventory of assets and supplies, sourcing for suppliers (vendors) and submitting invoices
•Coordinating between departments and operating units in resolving day-to-day administrative and operational problems
•Scheduling and coordinating meetings, interviews, events and other similar activities
•Sending out and receiving mail and packages
•Preparing business correspondence, typically using Microsoft Office (Word, Excel, PowerPoint, Access, Outlook
•Managing files
•Address all employees concerns in accordance with company policies and government regulations
•Prepare and distribute payroll for staff
•Recruiting staff - this includes developing job descriptions and person specifications, preparing job adverts,
•Checking application forms, shortlisting, interviewing and selecting candidates
•Employees' visa renewals, work permits and NSSF
Internship
Duration: 2 months in SGBL Bank
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