HR/Finance Project Manager
MSF - Medecins sans frontieres
Total years of experience :18 years, 9 Months
• Advise Project Coordinator on set up (org chart) and together with the HR Coordinator, update the project’s organizational chart and job descriptions
• In close coordination with the Project Coordinator and the HR Coordinator, calculate the HR operational needs and the associated budget in order to efficiently ensure the required sizing and capabilities of theproject andmonitor budgetfollow up.
• Ensure hiring, carry out amendments and contract termination formalities for employees at project level, according to labour local laws, archiving and updating individual employee files, informing them on their rights and preparing all mandatory tax declarations, in order to ensure legal compliance..
• Assist the Project Coordinator, and/or team leaders and supervisors to draw up annual holiday planning and staff shifts in order to forecast HR needs and to ensure HR availability for the project activities..
• Supervise/perform payroll procedures, ensuring that all data related to monthly salary calculation of national employees of the project are correctly entered in Homere (days off, unpaid leaves, sick leaves, overtime, salary advance, etc.), in order to ensure on time and accurate salary payments.
• Under supervision of the HR Coordinator, ensure indexation process of national staff salary grids in order to ensure internal equity, cost-of-living adjustments and the correct application of employment conditions in the project sites.
• Support, in close coordination with the HR Coordinator, the project line managers in detecting training needs, in properly evaluating people performance and in potential identification, in order to improve people capabilities, and their end results contribution to mission goals.
• Plan and supervise, in close coordination with the HRCo, the associated processes (recruitment, training/induction, evaluation, potential detection, development and communication) of the staff under his/her responsibility in order to ensure both the sizing and the amount of knowledge required
• Together with the Project Coordinator, support the line managers in implementing the internal communication policies in order to boost staff active participation and MSF commitment.
• In close collaboration with the Project Coordinator and HRCo, applies the administrative procedures part of any Memorandum of Understanding (MoU) in force between local partners (eg. Ministry of Health, etc.) and MSF.
• In close collaboration with the Project Coordinator and HRCo, looks for the best options to avoid and/or solve possible labour conflicts in the project.
• Ensures all staff in the Project (National, International, Regional, visits, etc.) is properly briefed and/or inducted.
• Is responsible for all movements and/or accommodation of staff in the Project.
• Implement circuits and workflows (management of cash boxes, transfers, advances, purchase procedures, payment validations, follow up of regular payments, bank conciliation) in order to anticipate expenses at project level and to optimize cash needs and its security.
• Implement and supervise transactional procedures and systems in order to ensure transparent accounting practices and full documentary traceability (invoices, receipts, bank statements, etc.),
• following MSF guidelines and rules, and using the respective software in place.
• Ensures that monthly accountancy closure is taking place and controlled, with due quality and on due time.
• In close collaboration with the Project Coordinator and the Finance Coordinator and the other team's managers, analyze and follow up the project budget, in order to ensure that funds are used according to funding contracts and to proposing corrective action.
• Ensures all HR, Administrative and Financial reporting of the Project (Homère and FFC/SAGA monthly closure, sitreps, etc.)
Extract and input data from various sources in the human resource database.
• Respond to human resources queries from staff in the unit and elsewhere in the Programme.
• Ensure that salary, overtime, hours of work, leave policy, entitlement, health insurance and detailed Terms of Reference are comprehensively included within the body of all Letters of Employment offers.
• Review supporting documentation for processing various actions; answer a variety of enquires and supply readily available information from office files, databases, liaising with other offices as appropriate.
• Verify benefit and other human resources related claims for accuracy and conformance with personnel rules and regulations.
• Draft routine correspondence and initiate process for the preparation of all staff support documentation (visas, identification cards, UN Laissez Passer, bank accounts, etc); organize relevant Customs, immigration and UN documentation process, as required.
• Assist supervisor(s) in monitoring the contractual status of all staff on various appointments based in immediate location or within the office’s mandate; monitor within grade service increment schedules and ensure the timely preparation and issuance of contract renewals and personnel action forms.
• Check and maintain attendance registers, leave reports, DSA forms and other forms and reports.
• Check and maintain personnel files for all staff at location, ensuring all documentation is complete; maintain and update confidential personnel information and documents, and ensure relevant documents are kept in their respective files.
• Search for, retrieve, compile, assemble and archive a variety of human resources statistical data from computer files, records, reports or from other sources for external use.
• Collect and maintain information on commercial, private and inter agency training schedules and institutions (course schedules, curricula, and cost).
• Assist in the preparation of administrative reports; draft routine correspondence; arrange for briefings and debriefings and take notes at meetings.
• Ensure that UNDP and WFP issued human resource and personnel policy manuals, rules, regulations, guidelines, and circulars, are updated and filed regularly.
• Perform other related duties as required.
• Telephone Operation Responsibilities; Courier sending, receiving, and dispatch
• Fax dispatch to the concerned parties; General services/ Office boys management
• Attendance Reports extraction and sending to all concerned parties
• JDE orders / Office supplies/ Canteen supplies and other fixed assets; Selling of the old assets
process
• Business cards order for MRs and all other employee
• Coordination with the facility management company (Masoun)
• Newly hired Car Loan Process; Data Entry of the licenses in the car system
• Coordination training with the head office (IDPS)
• Sales training coordination (Accommodation)
• Screen and Select resumes received from different sources to make sure that they meet the
required criteria. Auto-filing of the CVs
• Secure a pool of good candidates by selecting resumes received from different sources, filter,
and file them in coordination with the recruitment officer
• Participation in the employment forums
• Interviews schedule and organization of the candidate receipt with the application form
• Personnel administration/ personnel file
• Minutes of Meeting of the HR monthly meeting; Meeting room reservation
• Preparation and organization of the orientation session for the newly hired employees
• Medical insurance system and claims reporting in coordination with the compensation and
Benefits manager
• Resignation process
- Administer HR-related documentation, such as employment, outgoing and information on wages contracts.
- Ensure that the relevant database of human resources is current, accurate and compliant with the relevant legislation.
- Administer several HR functions including recruitment, compensation and benefits administration, training, labor relations, performance management and improvement systems, organization development.
- Assist in the development and implementation of policies and procedures relating to human resources;
- Manage all issues relating to employee relations, employee orientation, development, and training; employee safety, welfare, wellness and health; and employee services and counseling.
- Assist in the preparation of reports for the requirements of the law or organizational needs.
- Provide accurate and timely information and assistance to internal customers.
- Assist in the recruitment process - either set up interviews and correspondence relevant question. Help with the recruiting and staffing logistics;
1. Be the first point of contact for all HR-related queries.
2. Administer HR-related documentation, such as contracts of employment, leavers and payroll informations.
3. Ensure the relevant HR database is up to date, accurate and complies with relevant legislation.
4. Assist in the recruitment process - i.e. set up interviews and issue relevant correspondence.
1) Dealing with European market; specially France, Belgium, Switzerland & Canada
2) Helping our clients to choose the best destinations around the world & doing hotel reservation for them.
October 2008 - February 2010: Sonesta Hotel & Casino - Fauchon (Full Time)
- Administrative Assistant \ Secretary
- Branch Manager for Fauchon Cairo Shop
Job Description:
1) Dealing with fine French pastries & delicacies
2) Sending & discussing orders between Cairo & the headquarters in France
3) Takes and transcribe notes, prepares draft of notes
4) Types lettres, mémos, menus, reports, etc.
5) Assists in preparing agenda and related materials for meetings.
August 2008 - November 2009: Sonesta Hotel & Casino (Full Time)
- Administrative Assistant \ Secretary \{F&B Department\}
Job Description:
1) Attends F& B meetings
2) Takes and transcribe notes, prepares draft of notes
3) Types lettres, mémos, menus, reports, etc.
4) Assists in preparing agenda and related materials for meetings.
- Receptionist
- Reservation Agent
- Front Desk Representative
