ICO HR Administrator

Location: Any location with an MSF office

Contract: Permanent contract at 100%

Starting date: 01.06.205

Deadline for applications: 14.04.2025

Compensation and benefits: MSF practice is to offer the C&B package current in the MSF entity establishing the contract.

*By default, the successful candidate will be offered a contract in the MSF office of their country of residence at the time of application.

I. MSF INTERNATIONAL

Médecins Sans Frontières (MSF) is an international, independent, medical humanitarian organisation that delivers emergency aid to people affected by armed conflict, epidemics, healthcare exclusion and natural disasters. MSF offers assistance to people based only on need and irrespective of origins, religion, gender or political affiliation.

MSF International is the legal entity that binds MSF’s 24 sections, 25 associations and other offices together. Registered in Switzerland, MSF International provides coordination, information and support to the MSF Movement, as well as implements international projects and initiatives as requested.  

II. PLACE IN THE ORGANISATION

The HR Administrator (Hereafter: HR Admin) is administratively managed by the International Office and reports hierarchically and functionally to the ICO HR Team Leader.

III. OBJECTIVES OF THE POSITION

The HR Administrator strives to provide excellent HR administration for NCR International Mobile Staff (Hereafter: employees) within the mandate of MSF ICO. The HR Admin performs the end-to-end HR administration related to employment contracts management and processing benefits programs with the highest quality and customer service attitude. The HR Admin is the front line of HR administrative support for employees, and they act as gatekeepers to ensure adherence to internal processes, HR policies, and legal compliance.

In addition, in close collaboration with the Payroll Officer, the HR Admin contributes to the successful payroll process by handling administrative work to ensure timely and accurate salary payments to employees and provides support to those experiencing issues with receiving their salaries.

IV. MAIN RESPONSIBILITIES

General Inquiries

Acts as a contact person on HR administrative issues including payroll, and provides HR administrative support with an understanding of salary and benefits policies and Swiss labor law

Provides support to employees on general inquiries about administrative processes, and technical casework

Informs HR Team Leader of recurring queries and actively prepares or updates the FAQs and Policies

Seeks support from C&B specialist when needed

Contract management

Monitors the complete registration of employees in the HRIS systems and files by gathering and checking all relevant information needed for the completion of a contract

Based on the Work Order issued by a managing section, develops an employment contract, and makes sure an employee’s agreement before an assignment starts

Works closely with the managing sections to ensure the details (end of contract date) are correct before issuing the End of Contract form and closing a contract

Terminates an employment contract with the information received by managing sections

Ensures the validity of Employment contracts throughout the employment period

Salary Process Support

Reviews and ensures previous experiences of employees for salary grading are done properly using MSF’s IRPII processes and standards

Creates and maintains employee profiles in ICO’s banking system (currently Convera Global Pay), ensuring the accuracy and quality of all information

Together with the Payroll Officer, manages the post-payroll salary remittance process in close collaboration with the ICO HR Team, Finance, Convera and respond to employees' inquiries if necessary

Together with the Payroll Officer, act as the operational reference for Convera for any post-payroll-related matters

Training and support the HR Team regarding the use of Convera tool

Participates in the pre-payroll checks to ensure precise and consistent payroll results

Cross Admin

Carries out activities as required to support the workflow for all Cross Admin-related activities

Provides administrative information related to contract and salary to OCs as requested

HRIS and Data

Administrates and coordinates employment processes, e.g. collecting all relevant documents and accurately maintaining employee personnel files and personnel database

Regularly updates HR information systems (HRIS) (HR databases and Excel-based), the electronic filing systems, and other HRIS relevant to employees, ensuring information on all employees is accurate, complete, and processed confidentially in line with GDPR

Gives (technical) support to employees and other users regarding Employee Self Service portal

Benefits Administration

Ensures timely registration and deregistration of international medical insurance

Advises employees regarding health insurance claims

Ensures timely registration and deregistration of Individual Retirement Saving Plans

Responds to employees’ inquiries regarding the Individual Retirement Saving Plans

General Administration

Ensures adherence to the internal Terms of Employment policies and participates in the continuous development of work processes

Seeks continuous improvements in HRIS, processes, and procedures to make them more effective, efficient, and always with a customer focus

Supports collating key HR information, providing regular and ad-hoc statistics for reporting

Takes responsibility for planning and prioritizing workload, ensuring that tasks are completed within the agreed timescales, taking the initiative to adapt priorities as required by changing priorities

Compliance and GDPR

Advises the HR Team Leader regarding any potential risks and particular cases

Acts as the first point of escalation for compliance on all GPDR-related matters for data privacy and document management

Monitors and solves specific cases relating to contractual issues in Swiss labor law

Others

Works closely with overseas counterparts and the HR Admin team to ensure a smooth HR administration process; uses own initiative to troubleshoot and escalate any issues to HR Team Leader as necessary

Disseminates information and documentation received from the field, OCs relating to security, health, and situation reports appropriately

Works closely with and support the other HR Admins to ensure a smooth and effective HR service provision to employees, continually sharing and developing knowledge and best practice as appropriate

Supports the training of new team members

Together with the broader ICO department, works towards a common project