HR OPERATIONNAL ASSISTANT

Médecins Sans Frontières, founded in 1971, is an international medical humanitarian organization that provides emergency medical assistance to people affected by conflict, epidemics, disasters or exclusion from health care. Our teams are made up of tens of thousands of medical professionals, logistics, administrative and various other professions, all guided by our medical ethics and our principles of impartiality, independence and neutrality.

MSF WaCA, created in 2019, is the first MSF headquarters in Africa, and responds to the desire to reinvent the MSF movement after 50 years of humanitarian actions in the world, for more access to care, more reactivity and proactivity for greater medical coverage of affected populations in the world.

Why join us?

You are preparing to become a member of the MSF family, with over 50 years of emergency medical action that earned the Nobel Peace Prize in 1999.

We are an inclusive organization that considers social and professional well-being a right for all and provides an environment that takes into account the diversity of each member.

MSF WaCA claims an African anchorage that considers the local expertise with which it contributes in the implementation of its activities and makes each member, a key actor of the new dynamics of the humanitarian action in the world.

We Are Looking for: HR OPERATIONNAL ASSISTANT

Department: Operations

Direct Manager: HR Specialist

Functional Manager: HR Specialist

Working %: 100%

Position Based in: Abidjan, HQ

Type of Contract: 1-year Fixed-term contract under Ivorian law; renewable

Position to be filled: As Soon As Possible

Objectives

The HR Operational Assistant plays a crucial role in supporting the Human Resources department (and specifically the HROps Unit) by having the responsibility to organize the travelling coordinating and organizing briefing and debriefing sessions for International Mobile Staff international (IMS) before and after field missions. This role ensures that all relevant information, policies, and procedures are communicated effectively, contributing to the smooth integration and reintegration of staff into the mission and back home.

Main responsibilities

1.        Briefing HQ:

·     Organize and schedule briefing sessions for newly arriving international mobile staff (IMS).

·    Ensure all briefing materials (policies, mission information, security guidelines, etc.) are up-to-date and tailored to the specific mission needs.

·   Assist in preparing briefing kits and documents that cover organizational policies, field procedures, security protocols, and the specific mission context.

·   Act as the point of contact between the HR department, field teams, and international staff to ensure all logistical arrangements for briefings (venue, agenda, invitations) are in place.

·   Work closely with department Heads to ensure comprehensive briefings.

2.        Debriefing HQ:

·       Coordinate debriefing sessions with returning IMS to gather feedback, discuss experiences, and provide closure to their mission.

·       Assist in documenting feedback provided during debriefings, ensuring that insights are captured and shared with relevant departments.

·       Ensure compliance with MSF protocols in gathering and recording staff feedback.

·       Assist in identifying potential concerns or areas of improvement based on debriefings and escalating these to the appropriate managers.

3.        Contractual Management :

·       Under the supervision of the HR Specialist, will have the responsibility of communicating to the contracting office all necessary information for the contractual management of IMS.

·       Focal point of communication with the HR staff in the field on amendments and information on contracts of IMS

·       Ensuring the flow of necessary information in order to guaranty legal and administrative compliance with WaCA’s contractual requirements

4.        Administrative Support :

·     Maintain an organized filing system for all briefing and debriefing documents and reports.

·     Provide administrative support to the HR team, including preparing meeting agendas, taking minutes during debriefing sessions, and follow-up on action items.

·      Assist in managing travel arrangements, accommodation, and logistics for international staff when necessary.

·      Coordinate with the medical department to ensure that health and wellness briefings, including mental health support, are provided to staff.

5.        Communication and Follow-up :

·       Maintain regular communication with IMS throughout their mission cycle to ensure their needs are addressed and they are well-prepared.

·       Follow up with IMS to ensure all documents and requirements are completed prior to deployment and after return.

·      Ensure International mobile staff (IMS) receive all relevant information in a timely manner, including travel policies, health guidelines, and mission-specific updates

Education

·       Bachelor's degree in Human Resources, Business Administration, or related field.

Competencies

·       Excellent organizational skills with the ability to manage multiple tasks and priorities.

·       Strong interpersonal and communication skills to interact with diverse international staff.

·       Ability to handle sensitive information with discretion and confidentiality.

·       Experience in scheduling and coordinating meetings or training sessions.

Key Competencies:

·       Attention to Detail: Ensures all briefing and debriefing information is accurate and delivered in a timely manner.

·       Cultural Sensitivity: Demonstrates the ability to work effectively in diverse cultural settings.

·       Adaptability: Flexible in response to evolving mission needs and able to work under pressure.

·       Problem-solving: Identifies and addresses issues proactively.

·       Team Player: Works collaboratively with HR and other departments to ensure smooth operations.

Professional experience required

·       Minimum of 2 years in administrative support roles, preferably within a humanitarian, non-profit, or international organization.

Languages Skills

Fluency in French spoken and written, excellent level of professional English spoken and written.

Computer Skills

·       MS Office suite (mainly MS Word, Excel and Powerpoint)

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MSF offers equal recruitment and development opportunities without any form of discrimination based on gender, religion, sexual orientation, ethnicity, geographical origin, physical disability or any other discriminatory ground.

Female candidates who meet the requirements are strongly encouraged to apply.

N.B.: This job description provides a framework for the main responsibilities and primary activities of the position. It is not exhaustive. Therefore, the responsibilities and activities of the position may differ from those described in this job description due to organizational and operational needs.

Deadline: 31st December 2024 18:00 GMT
Only shortlisted candidates will be contacted.