Médecins Sans Frontières – OCBA (Operational Centre Barcelona -
Athens) is looking for an East Africa Unit Office and HR Coordinator
(Temporary position based
in Nairobi)
Médecins Sans Frontières is an international independent
medical-humanitarian organization, which offers assistance to populations in
distress, to victims of natural or man-made disasters and to victims of armed
conflict, without discrimination and irrespective of race, religion, creed or
political affiliation.
The MSF movement is build around five operational directorates
supported by 23 sections and offices worldwide. MSF OCBA is one of those
directorates.
The operations are implemented by 41 field teams and 20 mission
coordination teams and organizational units based in Barcelona, Athens, Nairobi
and Buenos Aires.
The field operations are guided and supported by 5 Operational
Cells, the Emergency Unit and other departments supporting operations
The Nairobi-based East African Unit aims to manage and support
MSF OCBA operations in strict link with the HQ in Barcelona.
In order to properly
support the Operations, a full support office was created in 2012 in Nairobi.
Job Context and General Objective
The East Africa Unit Office & HR Coordinator is part of the
coordination team at the MSF office based in Nairobi.
S/he is hierarchically under the Deputy Director of the
Operations Department (DDO) and functionally under the Head of HR
Management.
S/he directly supervises
all the back-office staff based in Nairobi (ACTER, Assistant /Receptionist,
Driver – Logistician, IT and any other that might be appearing in the future),
apart from the Preparation and Travel Officer, who is supervised by the HR
Advisor in Operational Cell 5 (Rehuco).
The main objectives of the positions are two-fold:
- to make sure the
correct functioning of the EAU Office is in place in order to properly
support MSF operations by leading and supporting the back-office staff
- to appropriately
implement OCBA HR policies in the East Africa Unit, to coordinate and develop
all internal HR management processes for the office (recruiting and
selection, hiring, HR management, development and training) and to
actively participate in creating a positive working environment
Main Responsibilities and Tasks
Office Coordination
1. Coordination and Management of the support office staff
- S/he is
responsible to properly guide, motivate and manage the staff under his/her
responsibility.
- To coordinate
the activities of back-office staff based in Nairobi (ACTER, Assistant
/Receptionist, Driver, Logistician, IT officers and any other that might
be appearing in the future)
- To support the
staff in the process of their incorporation and assumption of their
responsibilities. Follow-up the team in a daily basis by setting
objectives and priorities and providing guidance regarding the content of
their role. Provide feedback and do the evaluation for the support office
team.
- To ensure proper
coordination between the different positions and the rest of the EAU and
facilitate support from the appropriate HQ Departments as needed.
- S/he is
responsible to organize the back-up of the above-mentioned staff when
needed
- S/he is directly
responsible for the selection of (new) back-office staff.
2. Internal functioning of the EAU Office
- S/he is responsible
for the definition, adaptation and implementation of MSF procedures in the
EAU: HR, Finances, Facilities, Internal Organisation etc.
- To ensure
consistency and information flow with the Kenya-Somalia mission in
Nairobi.
- To communicate
with the different Departments in Barcelona in order to streamline local
procedures and to facilitate the resolution of problems.
- S/he is
responsible to ensure the correct functioning of the EAU Office in General
Services (logistics, facilities,administration and legal compliance) and
takes decisions autonomously for those areas that have been decentralised
and in collaboration with Barcelona for the rest.
3. Finance and Purchasing
- S/he is
responsible for the elaboration of the EAU budget and its revisions and
follow up.
- To authorise
purchases and invoices (with the limits established by the DDO and
Finances and Logistics department) for the EAU.
- To act as
account signatory for the EAU bank accounts in absence of the main
signatories.
Human Resources Management
1. HR strategy and policies
- To support the
DDO with the planning exercises at the EAU, both in terms of definition of
HR needs (FTEs) and in terms of strategic HR strategies for the EAU
- Regularly to
analyze EAU structure and to propose changes as needed to DDO.
- To ensure that
vacancies are opened in time according to the procedures set out by OCBA,
and to ensure that job profiles are correct and kept updated.
- In collaboration
with HR Department, to propose strategies and policies –if needed- adapted
to the context and makes sure that EAU develops into an environment that
facilitates innovation and integration at all levels.
- To ensure
compliance with all HR policies, procedures and guides, updating them if
necessary and in line with OCBA, and supporting the EAU teams in using
them.
- Keep EAU teams
informed and help to circulate information concerning HR news or policy
changes.
2. Recruiting and induction
- To make sure the
recruitment and selection processes for EAU staff are properly
implemented, in coordination with the OCBA Recruiting Area Coordinator and
provides the necessary technical support to the heads of the units in
question.
- To ensure the
transparency of the process, communications and the best feedback possible
to applicants.
- To ensure the
definition and implementation of an adequate induction plan for any new
employees who join the EAU.
3. Administration and Remuneration
- S/he is fully
responsible for staff administrative management in the EAU.
- S/he is
knowledgeable about the legislation in force in the country and ensures
that MSF complies with it.
- S/he is
knowledgeable about MSF and OCBA policies concerning working conditions
and ensures compliance with these.
- Observes and
fosters confidentiality in the use and filing of all staff files on
employees in the EAU.
- To participate
in the revision of Internal Regulations under the supervision of the DDO
and in line with the Kenya-Somalia mission IR.
- To control and
implement Health and Safety procedures at the EAU, ensuring that MSF
complies with rules and regulations in force and avoiding risks for
employees and economic sanctions for MSF.
- To implements
the health policy for the EAU office, based on the OCBA health policy and
in particular the health policy for the Kenya-Somalia missions and NET.
- To adapt and
implements the MSF hiring policy in the country in line with local
legislation and the needs of the EAU and OCBA; ensure proper
implementation at every phase (visas, work permits, first hiring,
insurance, probationary periods, dismissals, sick leave, etc.).
- S/he is
responsible for preparing wage slips at the EAU using the most adequate
tool.
- S/he is
responsible to propose and implement once approved by DDO and Head of
Compensation and Policies and/or HR DIR in Barcelona any change within the
remuneration of the staff of EAU (per diem, salary scale, inflation
adjustment etc.) in line with the decisions related to the Kenya-Somalia
mission.
4. HR management
- To perform all
necessary tasks to ensure adequate management of Human Resources at the
EAU office, in line with HR guidelines.
- To provide
technical support to all supervisors concerning HR management, ensuring
they know, understand and apply HR management policies and tools.
- To identify when
support and guidance concerning staff management is needed and provide this,
giving advice on Human Resources management.
- To manage
potential work-related conflict between the team members.
- To monitor the
working dynamics and conditions of the teams, all HR-related matters and
the general standard of HR management on a regular basis, ensuring
follow-up of the EAU staff in their everyday work, including
attendance/absences/leave/holidays etc, and other aspects needed for the
team and working environment to run smoothly.
5. Development & follow-up
- To make sure all
managers identify areas of development within their staff and help in the
definition and assessment of the learning needs of the staff.
- To link with the
Barcelona Learning Unit on the above.
- To ensure that a
competency-based Performance Management System is put into practice and
followed up, according to the protocol and the procedure defined by
OCBA.
- To train and
support all those who have to carry out a performance management
assessment.
- To organise,
centralise and systematise documents and procedures pertaining to the
performance management system at the EAU in line with the procedures set
out by Barcelona HQ.
- In collaboration
with Learning Units, to organize trainings for the staff as identified
through the learning needs assessment.
6. Reporting
- Under the
supervision of DDO and HR Department, to define and report on specific HR
indicators and objectives.
- to check the
quality of the information management system data (SAP) and of other
management tools, reporting according to the HR indicators.
Selection Criteria
Training and experience
- University
degree in Economics, Business Studies, Humanities, HR or the like.
- At least 2
years' experience in a job with responsibilities in (HR) management,
preferable in the non-profit making sector.
- Consolidated
experience and knowledge of global HR management (selection,
administration, competency-based management, training, etc.).
- Work experience
at international level is desirable.
- Fluent English.
Knowledge of Swahili, French and/or Spanish desirable.
- IT working
knowledge (Microsoft Office). Knowledge of the ERP-SAP system is an asset.
- Field experience
with MSF or other humanitarian NGOs is a plus.
Others
- Highly motivated
and interested in the humanitarian sector.
- Timetable
flexibility
Competencies
- Commitment to
MSF’s Principles
- Cross-cultural
awareness
- Behavioural
flexibility
- Stress
management
- Analytical
thinking
- Results and
quality orientation
- Service
orientation
- Planning and
organising
- Teamwork and
cooperation
- People
management and development
Job Conditions
Location: Based in Nairobi, at the Médecins Sans
Frontières-Spain Headquarters
Full-time job
Temporary contract until December 2013.
Annual gross salary + Secondary Benefits based on MSF OCBA
Reward Policy
Start date: immediately
Applicants should send their curriculum vitae, and cover letter
under the reference “EUAOFFHRCO” to:
Médicos Sin Fronteras / Dpto. RRHH
E-mail: recruitment-bcn@barcelona.msf.org
E-mail: recruitment-bcn@barcelona.msf.org
Replies will only be sent to short-listed candidates.
