HR Field Admin Referent (FAR)
Context & Mission
Doctors Without Borders is an independent international medical and humanitarian organization that provides care to people in need, to persons affected by natural or man-made disasters and victims of armed conflict, without discrimination and without regard to race, religion, religion, religion, religion, or, beliefs or political affiliation (MFD Charter).
The HR Terrain Manager is responsible for all the tasks related to the administrative management of expatriate staff, especially in the recruitment,’ engagement or exit phases, d’anticipation of international travel during the entire period during which international staff are under contract.
He collaborates with the Referent HR movements field, and the Managers of Pool as for the coordination and the’anticipation of the departures.
He is the administrative reference to the various MSF units (OCG and other sections) and the’expatriate.
Main responsibilities
PRE-SCALING & SCALING
- Is the referent for pre-scaling. Gives the’ estimate of the salary for a possible departure on mission for a Swiss contract.
- Are referred to in the estimates of remuneration (salary and benefits related to the type of contract): for expatriate staff and other HR units (GPO).
- WEF reception, control and validation.
- Integration of WEF into D365.
- Requests the scalings of the other recruiting sections and transmits the scalings to the other expatriate sections recruited by MSF-CH.
- Scaling check at each mission departure.
ADMINISTRATIVE FILE OF INTERNATIONAL STAFF
- Is responsible for managing the administrative records of international staff
- Collect and verify information
- Updating the data of the active pool
- Update and verification of the database and the system of’info RH
- S’assure to obtain the necessary administrative documents
- Is responsible for the classification of administrative documents in files, classified (personal and confidential files of expatriates), and,
- Management of classified files and maintains their update,
- Ensures compliance with the Data Protection Regulation
CONTRACT + DOC ADMIN FOR DEPARTURE/DURING THE MISSION/RETURN OF MISSION
- Job creation, matching and posting in the’information HR system
- Administratively organises the departure, mission and return of expatriate staff :
- Establishes and manages administratively employment contracts (all types of contracts),
- Signs employment contracts with international staff,
- Ensures the management of’administration of endorsements, terminations and mutations, and,
- Is responsible for the administrative follow-up of holidays, absences, leave, illness and accidents, etc,
- Is responsible for the administrative management of special contracts : Flyings, vocationer, epool.
- Conducts the briefing and administrative debriefing of expatriate staff
- Is responsible for the administrative closure of the contract : work certificate, balance of any account, payment of holidays.
- Establishes any legal administrative declaration: unemployment, AI or others
LAW & LEGISLATION SWITZERLAND + RULES IRP2
- Keeps abreast of labour legislation.
- Provides administrative follow-up of exceptions
- Participates in the updating of the Roadmap if necessary
- Monitoring of IORP II and IORP protection rules
- Ensures compliance with Swiss Obligation Law and social legislation and communicates on administrative matters
ADMINISTRATIVE REFERENT
- Is the administrative referent for all issues related to international staff :
- With the international staff
- With other MSF sections and other HR units
- Coordinates the relations and flows of’information intersections, with the field and other departments
- Maybe lead to participate in intersection and HR department projects.
- From RHCO
- Ensure the’ application of the rules of IORP II
- Ensure the application of the Swiss labour laws
- Participates upstream in disciplinary procedures in relation to the HROP and the field (warning, mutual breach, dismissal …)
- Establishes the various letters for international staff during disciplinary proceedings
SALARIES
- Is fully responsible for the preparation, seizure and control of the salaries of international staff.
- Is responsible for the collection and verification of the bank details of the’expatriate
- Plans the stages of the payment process and ensures that deadlines are met throughout the process
- Establishes the base salary (according to IRP II rules and IRPI protection) of international staff (by checking the home, and updating the scaling)
- Grasps and controls all elements of the gross salary (HCA, perdiem, Lamal ..)
- Is responsible for refunds and deductions of wages
- Validates requests for salary advance’s from international staff and transmits the information to accounting
- Subjects the expatriate’ to the source tax if concerned
- Establishes the balances of any account at the end of the contract of the’expatriate (payment holidays, refunds and deductions, regularization IS if necessary..).
- Prepares the salary control file for the accounting department and prepares the pay slips once the payment has been validated
- Establishes the annual lists of declarations for social insurance and ensures the monthly follow-up
- Draws up annual salary certificates
ADMINISTRATIVE MEDICAL FOLLOW-UP OF INTERNATIONAL STAFF
- Is responsible for monitoring the work disabilities of international staff
- Is responsible for the declaration of incapacity for work with insurance and the monitoring of benefits loss of earnings
- Is responsible for obtaining medical documents and filing them in the personal file of the expatriate’
ASSURANCES
- Responsible for the file and insurance related issues (illness, accident and social) :
- Entries and exits to the various insurance companies
- Claims declarations to insurance companies as well as’with the contingency fund.
- Tracking benefits loss of earnings or release of LPP premiums
- Declaration and cancellation of family allowances
- Records related to’maternity insurance: declaration, follow-up of benefits.
- Of the’ drawing up employer declarations for the unemployment fund
- Is the main point of contact for all issues of the’expatriate related to insurance and refunds (for non-residents).
- Is the intermediate between expatriate staff and insurance in case of dispute.
- Provides administrative support to the field during medical repatriations
- Ensures with the Staff health and HR Referent movements field the coordination of repatriations (SOS and operational sections)
HR TOOLS
- Participates in the updating and development of management tools and HR administrative documents
- Contributes to the improvement of RH D365 Software
- Participates internally, with the various units of the HR department (RARH, HR field movements, GPO, staff health..), in the development of tools and processes.
- Participates at the level of the MSF Admin Intersection platform in the updating of documents and procedures
INTERSECTION CHARGEBACK
- Checks invoices sent by other sections for the re-billing of international staff
- Sends to the accounting the information necessary for the’ establishment of the invoice of re-billing of the international OCG staff
Profile sought
Education
- Level Maturity, CFC trade/administration employee (accounting, executive assistant).
- Certificate of’Staff Assistant an asset.
Experience
- Experience in’administration RH necessary
- Knowledge of the international humanitarian environment’ or other NGOs
Technical Skills
- Human resources administration (insurance, personnel administration)
- Labour law (payroll management)
- Mastery of common computer tools.
- Accounting and salary processing
Languages
- French and English current
- Another language is an asset
Personal qualities
- Interest in the’humanitarian environment,
- Versatility, rigor, responsiveness, initiative, team spirit’, sense of contact, diplomacy, and autonomy
Working conditions
- Permanent full-time contract (40h/week)
- Place of work: Geneva
- Ideal start date : March 2024
- Gross annual salary: from CHF 86’508.- to CHF 99’612.- (salary based on equivalent experience and internal salary grid).
- Paid holidays: 25 days a year, pro rata temporis, plus Swiss holidays falling during the term of the contract.
- Pension fund : contribution to the pension fund (2nd pillar-LPP) covered at a rate of 3/4 by MSF and 1/4 by the’employee.
- Relocation assistance in case of moving from another country to Switzerland.
How to apply
Candidates submit their application in accordance with the requirements : CV 2 p. max. – motivation letter 1p. max. – in French or English.
The deadline to apply is January 28, 2024.
We reserve the right to close the position in advance if we believe that the quantity and quality of applications received are sufficient.
Applications will be treated confidentially.
Only shortlisted individuals will be contacted.
Only applications submitted on our recruitment platforms will be considered.
Please note that we do not wish to use the services of recruitment or placement agencies.
At MSF, we are committed to having an inclusive culture that encourages and supports the diverse voices of our staff members. We strive to create workplaces where teams of people of diverse origins, with characteristics, perspectives, ideas, ideas, different experiences work together for MSF’s social mission; their goal is to achieve better outcomes for our patients and the communities we work with.
We welcome applications from people of any gender, age, sexual orientation, ethnicity, religion, belief, ability, and any other characteristic of diversity.
MSF does not tolerate sexual exploitation and abuse, nor any other form of discrimination or harassment, including sexual harassment. All selected candidates will be subject to a reference check.
