Department: Field Human Resources
Supervises: Two Field HR Assistants, an intern, and volunteers as necessary
Type: Full-time; Exempt
I. Purpose of the Job:
Manages and conducts administrative functions of the Field HR Department to support the departure and return of field staff assigned to MSF-France (OCP) and MSF-Switzerland (OCG).
Supervises the Field HR Assistant, the Field HR Recruitment Assistant, and the Field HR Intern.
Acts as a focal point for the HR Information System (HRIS).
II. Essential Functions and Responsibilities:
Management of Placement Administration (60%)
After placement to a specific field assignment, arranges for travel, lodging and vaccinations for assigned pool of US field staff, in a prompt and timely manner. Supervises same for field staff assigned to Field HR Assistant.
Verifies the validity of passports and other travel documents. Supervises the procurement of work permits and/or visas for departing US field staff.
Supervises, negotiates, and/or guides Field HR Assistants in conducting negotiations with embassies to facilitate the visa process, as necessary.
Ensures that information sources regarding international visas are centralized and accessible to entire department, and that they are updated promptly as changes occur.
Liaises between Operational Centers (OC), Human Resource Officers (HRO) and expat to confirm briefing dates, departure dates, briefing locations/appointments, and date needed in the field. Arranges travels accordingly.
Inputs passport information, emergency contact information, and personal details into the database(s). Updates information as required before/during/after field assignments.
Conducts administrative portion of volunteer briefings and debriefings for assigned pool of departing and returning US-employed field staff covering expenses submitted for reimbursement, emergency contact information, distribution of mission orders, directions upon arrival to Operational Center, ticket information.
Schedules briefings and debriefings between field workers and office staff including FHR, HR, Communications, Association, Programs, Development, PSCU and any necessary phone briefings with the OCs.
Books travel directly to OCP & OCG project countries as necessary and confirms security information, contact information upon arrival, instructions for arrival, and validity of airlines with appropriate administrator in Paris and Geneva.
Distributes MSF t-shirts, ID, and other items as required for US-contracted staff bypassing Paris or Geneva enroute to the field.
In collaboration with the OCs and/or field projects, makes travel arrangements and books accommodations for returning field staff. Arranges debriefings in the New York Office.
Works with the HROs and other relevant personnel to keep e-mail templates, policies, procedures and documentation up to date. Recommends and makes improvements to same.
Confirms assignment start and end dates for US-contracted staff, forwards work orders for Deputy Director’s approval, and updates the database. Ensures the start/end date discrepancies are followed up between the HRO and OC.
Forwards mail for field staff who have recently returned from or are still in the field.
Communicates with MSF-USA office staff regarding departures and returns of fieldworkers, and communicates about Brown Bag Lunches (BBLs).
Books travel, when needed, for all Field Management Training facilitators traveling to projects, and liaises with desk and field to confirm coordination of travel.
Other duties, as assigned.
Centralizes and updates specific HR administrative procedures.
Hires, manages and evaluates Field HR Assistants, office volunteers and interns for administrative tasks within the Field HR Department.
Delegates tasks, consults with and guides staff to achieve goals. Provides ongoing feedback to staff.
Sets clear, attainable objectives for staff and evaluates performance in accordance with established MSF procedures. Assesses staff training and development needs in consideration of department requirements and their professional development and career objectives. Works with staff to establish development pathways, providing guidance and recommendations as appropriate.
Manages filing systems and archives, making improvements and ensuring privacy of personnel records. Ensures that all Field HR staff are aware of filing systems and supervises maintenance.
Supervision of department use of HRIS and works to ensure integrity of data. Compiles statistics and extracts data through reporting tools, as necessary.
Oversees the annual mailing of holiday packages to US-contracted field staff including the recruitment and management of volunteer staff to organize project, procure donations, assemble and mail the packages.
Supervises and/or guides staff in organizing all administrative aspects of the Information Days and recruitment process
Maintains stock of books and departmental stationary supplies, requesting orders when necessary.
Coordinates cross-training of FHR Assistants to ensure continuity of coverage within departmental administration.
Maintains stock of MSF field t-shirts, MSF guide books, and similar items, requesting orders when necessary.
Provides regular feedback to the Deputy Director of Field HR on an ongoing basis regarding administrative and relevant field-related items.
Interdepartmental Coordination (5%)
Attends regularly scheduled staff meetings and participates in information sharing across all departments, to stay informed on relevant MSF topics to be able to contribute to the organization’s ongoing development.
Participates in cross-departmental teams and committees as needed, specifically to represent the needs of the Field HR department.
Acts as liaison between Field HR and Domestic HR to coordinate administrative processes related to US-contracted field staff departures.
Act as a liaison between Field HR and Finance to facilitate the reconciliation of flight bookings, hotel reservations, petty cash, etc., and monitor the processing and reimbursement of expense reports.
Act as the travel focal point in Travel Committee meetings, soliciting feedback, preparing documentation and overseeing the implementation of the travel policy and related items, in close collaboration with the Deputy Director of Field HR, and the Director of Internal Operations.
III. Supervisory Responsibilities:
Manages two full-time assistants, one intern and a fluctuating pool of volunteers. Under the guidance of the Deputy Director of Field HR, carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.
Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising and managing performance; addressing complaints and resolving problems.
IV. Fiscal Responsibility
Manages Petty Cash for the Field HR Department.
Manage the reconciliation of flight bookings, hotel reservations, and credit card expenses.
Acts as liaison with national travel clinics that are contracted to provide immunizations for departing field staff. Compiles authorization forms and submits to Finance along with monthly invoices.
Confirms credit card expenditures when utilized by other members of the department.
Verifies expenditures and processes reimbursements for international staff expenses.
V. Extent of Public Contact
Regularly greets field staff and assists them throughout their departure and return from the field. Manages hotel, travel, and medical vendors, and supervises relationships with embassies, consulates, etc. to obtain visas and other required documentation, as needed.
Supervises Recruitment Assistant’s interaction with applicants and assists with Information Days planning and presentation.
VI. Physical Demands
While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within the context of a moderately noisy office with many interruptions. Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
VII. Working Conditions, Travel and Environment
The duties of the job require regular attendance 5 days/week for a minimum of 35 hours. Must be available to work before 9:00 am, after 5:00 pm or on weekends, as required. Must be able to travel as required for standard domestic and international business travel.
· Minimum three years directly related experience plus Bachelor's degree or equivalent combination of education and experience
· Keen attention to detail with ability to track multiple projects at one time.
· Ability to prioritize ongoing vs. immediate needs appropriately
· Demonstrated supervisory skills and experience
· Strong interpersonal and written and oral communications skills
· Strong computer literacy, including ability to use word processing and spreadsheet and HR database software and to search the internet for research purposes.
· Ability to handle a large volume of work
· Outstanding proven time management and organizational skills
· Ability to work with a minimum of supervision
· Excellent judgment and diplomacy
· Genuine interest in and commitment to the humanitarian principles of MSF.
· Ability to write routine business correspondence, and internal memos.
· Fluent French
· Experience making travel arrangements including visas
· Experience working in the field with MSF or a similar humanitarian organization
How to Apply
To apply, send letter of interest/cover letter and resume to: firstname.lastname@example.org, ATTN: Field HR Associate before June 16th, 2017. Any applications submitted without letter of interest/cover letter will not be considered.
Salary – Mid 50’s to low 60’s. Comprehensive benefits provided. Generous paid time off. A friendly, supportive environment with growth potential.
Please note that MSF will not sponsor any visas for this position and relocation assistance cannot be provided.
No calls please.