Doctors Without Borders/Médecins Sans Frontieres (MSF)

Personnel Administrative Officer

New Delhi

HR.Support.India@new-delhi.msf.org

Vacancies:	1
Last date of application:	January 17, 2021
Expected starting date:	N/A

General

• Position: Personnel Administrative Officer
• No. of vacancies: 1 (One)
• Location of Job: MSF India Branch Office, New Delhi
• Department: Human Resources
• Reporting to: Office HR Manager
• Closing Date: 17th January 2021
• Annual Salary (before TDS): INR 837706 – INR 942971
• Email: HR.Support.India@new-delhi.msf.org

Background

MSF is an international, independent, medical humanitarian organisation that intervenes in emergencies and crises, to relieve human suffering from unmet medical needs and to create a space for humanity. MSF works to provoke a social and political response that meets the essential needs, and respects and protects the dignity, of people in danger. MSF strives to innovate and incite change through its medical action, its “témoignage” and its active reflection on the situation of populations in danger.

Respecting its Charter and shared principles, MSF is an independent movement of citizen associations that are integrated and open to their societies. In a spirit of volunteerism, acting in proximity to and in solidarity with assisted peoples, MSF’s members adhere to humanitarian principles and respect for medical ethics.

MSF has worked in India since 1999, providing free-of-charge essential healthcare to people in remote areas, and specialist care for people affected by HIV/AIDS, malnutrition, hepatitis C, tuberculosis, kala azar and sexual and gender-based violence. We also respond to natural disasters and other emergencies, provide mental healthcare and advocate for the development of more effective and affordable medicines to improve access to treatment for people everywhere. We currently run projects in the states of Andhra Pradesh, Bihar, Chhattisgarh, Delhi, Jammu and Kashmir, Jharkhand, Maharashtra, Manipur, and Telangana.

MSF has projects in more than 70 countries. MSF India is one of 24 institutional offices pooling funding, expertise and staff for MSF field operations worldwide.

MSF was awarded the Indira Gandhi Prize for Peace, Disarmament and Development in 1996 and the Nobel Peace Prize in 1999.

MSF India is a people-focused humanitarian organization that offers a diverse, collaborative, and inclusive work environment. We believe this approach enhances our work and we are committed to equity in employment. We embrace diverse backgrounds of people working together to exhibit their passion in action for the social mission of MSF. 

Médecins Sans Frontieres, as a responsible employer, invites persons with disability with an interest in the humanitarian area to apply for the vacant position.

Job Purpose

• Assists and executes HR specific and general HR administration tasks in line with MSF India policies and external compliances together with Office HR Manager, such as onboarding, separation
• Responsible for payroll management
• End-to-end maintenance of HRMS (in house HR Software) and focal point for staff for HRMS query resolution
• Coordinate for various audits and reportings with service providers  and coordinate with cross-functional teams for providing clarifications on framework and content related to HR.

Key Accountabilities

Payroll management

• Responsible for processing payroll for staff and payments for consultants, as also ensuring timely release of full and final payments in case of separation
• Ensuring payroll compliance , in terms of timelines and social security (EPF etc)
• Support staff on taxation and investment declarations 

HR Compliance, Audits and reporting

• Preparing MIS, reports, data and statistics for annual audit process and PBC (Reporting of Salary,staff data of all the MSF India Branch Office staff to the Head Quarters). All reporting for internal and external data is done in conjugation with Finance and other stakeholders (Compliance, audit and legal unit).
• Coordination with external consultant on compliance with labour laws (EPF, insurance, etc.). Raise and resolve queries with service provider linked to compliance.
• Provide support on social security queries of staff.
• Maintain an effective compliance communication including promoting understanding of new and existing compliance issues and related compliances and procedures to HR.

Assistance in onboarding, separation and other employment related formalities, general Human Resources Administration and ensuring timely and appropriate documentation.

• Support in the on-boarding , probation, separation and other related employment related processes for employees/ interns/ consultants/ volunteer as per MSF policies
• Ensuring appropriate and timely documentation at the time of joining and separation
• Periodic review of new employment (Compensation & Benefits) information package.
• Contracts and addendums management
• Ensure timely coverage of accident insurance and other related benefits.
• Create, compile  all individual new employee files in proper format in HR Software, in HR drive and in hardcopy with all the required documents as per the compliance, and review from time to time
• Filing and Documentation- Periodic review, monitoring and updation of all records of employees, consultants as per policies.
• Assist line manager in specific projects, such as planning employee engagement events, etc.

Human Resource Management System (HR Software)

• Responsible for overall management of HRMS and report generation as per requirement:
• Employee personal and employment information
• Payroll Management
• Leave and attendance Management
• Quarterly reports
• Day-to-day trouble shooting
• Induction of new joinees on the functioning of HR Software
• Assist  in implementation of new modules in the HRMS (Contributing to the organizational goal for digitizing HR management in MSF India Branch Office)

Other Responsibilities

• Support in internal Communications : Provide direct support to Office HR Manager in disseminating information to employees and follow-up on various administrative procedures
• Provide support on social security benefits and Point of contact for the grievances related to PF/Social Security Benefits  for OCs staff in India (as and when required)
• Assist Office HR Manager in providing HR Admin support to Projects (including but not limited to Contracts, Joining and Exit formalities, Payroll Management etc).
• Support in recruitment and selection process from time to time

Key Dimensions

• Personnel records of all MSF India BO employees and MSF projects
• Timely and error free payroll, audits and reports

Key Performance Indicators

• Completion of all joining and separation formalities as per TAT
• Up to date employee/ interns/ consultants/ volunteer information, both in software and hardcopy
• Ensure all employees/ interns/ consultants/ volunteer have Personal Accident Insurance from their start date
• Ensure smooth and error free processing of payroll month on month.
• Ensure all EPF accounts are updated monthly as per compliance within 5 working days from transfer of salaries
• Review files and  personnel file documentation quarterly

Key Interactions

• All employees/ Consultants/ Interns/ Volunteers/
• Finance and CAL Department
• Operations Offices
• External Service Providers (EPF, Personal Accident Insurance, third party agency stakeholders)

Other Indicative Requirements

Educational Qualifications & Functional / Technical Skills

• Bachelors, preferably in Human Resource Management or Administration or labour law.

Relevant Experience (Type of experience and minimum number of years)

• 3 years related experience in Human Resource or Administration especially payroll management, compliance and HRIS.

Other requirements (Behavioural, Language, Certifications etc, including competencies )

• Good written and spoken Hindi and English language
• Good computer skills and database management experience
• Good knowledge of MS Office and/or Excel certification
• Labour Laws certification  
• Behavioural Flexibility (Level 2)
• Planning and Organizing (Level 2)
• Analytical Skills (Level 2)
• Teamwork and Cooperation (Level 2) 

HR & Benefits

• A stimulating, professional environment in a reputed international organization.
• Annual Salary (before TDS): INR 8,37,706 – INR 9,42,971
• 33 paid leaves (prorate from date of joining) and other leaves as per MSF Internal Regulations.
• Contributions for statutory benefit programs such as Provident Fund and Gratuity.
• Covered under accident insurance
• Medical: MSF provides medical reimbursement for employees and their dependents as per MSF India health care policy

Application Procedure

Please clearly state in ‘subject’ of email which position you are applying for and the source from where you saw the job profile and send your CV with cover letter (combined in one word file) to:

HR.Support.India@new-delhi.msf.org

Last application date:  17th January 2021

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