- Purpose of the Job:
In close collaboration with the Director of Domestic Human Resources and Director of Field HR, the members of the Domestic and Field Human Resources New York (DAF-NY) committee, colleagues in the Field Human Resources Department, and the payroll unit of the Finance department, researches, plans, develops and administers policies relating to the payroll, benefits, and working conditions for US expatriate staff. Collaborates with colleagues from the Finance department, Field HR and the Operational Centers of MSF, to establish, maintain and review cross-administration procedures to ensure that information is shared and verified among all parties, and that all records are kept in accordance with human resources, financial, and legal best practices. Acts as a power-user, administrator and vendor contact for HR Management software tools. Acts as the point person for international benefits administration for the Field HR department, Operational Centers as well as individual US employed expatriates. Supervises HR Assistant and ensures an appropriate work flow so that the Assistant is able to provide support for the US employed expatriate staff as a whole.
- Essential Functions and Responsibilities:
HR Planning & Policy Development (30%)
Collaborates with the Director of Domestic HR on the creation and implementation of an Annual Plan for HR goals and objectives.
Participates actively in the design and development of policies and coordination of human resources activities such as employment, compensation, employee relations, benefits, and training and employee services as a member of DAF-NY.
Researches policies and HR trends and drafts policies for expatriate staff.
Actively seeks new and cultivates existing relationships with external contacts on HR trends and issues.
Implements new policies and procedures.
Performs ongoing review of benefits and develops proposals for improvements to existing benefits.
Participates in vendor and contract reviews
Communicates directly with vendor contacts on the development of US expatriate benefit policies.
Identifies and maintains knowledge of legal requirements and government reporting regulations affecting human resources functions and ensures policies, procedures, and reporting are in compliance.
Maintains an up-to-date International Employee Handbook that is in compliance with all relevant legal requirements.
Maintains an up-to-date International Employee Handbook in line with changes in benefits decided at HRPG as well as DAF-NY.
Acts as a liaison to Field HR, in particular on legal issues pertaining to HR and benefits administration for expatriate staff.
Hires, manages and evaluates HR Assistant, office volunteers, work-study students and/or interns for administrative tasks within the Domestic HR Department.
Delegates tasks, consults with and guides staff to achieve goals. Provides ongoing feedback in a context of mutual respect.
Sets clear attainable objectives for staff, evaluates employee job performance accordingly, in accordance with established MSF procedures, and collaborates with staff to establish appropriate development paths.
Attends regularly scheduled HR team meetings to brainstorm solutions to problems, share resources and best practices and coordinate activities.
Payroll & Benefits Administration and Onboarding (35%)
Works with the Director of Domestic HR and the Director of Field HR to develop, review and maintain appropriate content for briefing packages for Expatriate staff.
Serves as liaison with OCs for scaling questions.
Ensures that letter agreements are prepared and new-hire packages are emailed to potential field staff in a timely manner.
Develops, reviews and maintains comprehensive new hire and termination check lists for Expatriate staff, that include all stages of payroll and benefits administration.
Works with all appropriate staff to ensure that new hire and termination check lists are executed in a timely manner, and that all documentation is filed appropriately in both electronic and paper formats.
Updates and maintains employee files and records in accordance with HR best practices and legal requirements.
Ensures the proper maintenance of demographic data, EEO records, and other pertinent HR records.
Meets with all new Expatriate staff individually or schedules individual phone briefings to review the basic MSF-USA benefits package, payroll administration, the Employee Handbook, in particular the Mandatory Reporting policy and answer any further questions regarding the contents of briefing packages.
Meets individually or schedules individual phone debriefings with all terminating Expatriate staff to explain termination and/or continuation of benefits, and all the steps of the termination checklist. Ensures that departing staff complete all relevant paperwork.
Administers benefits programs under the control of MSF-USA such as life, health, dental, disability and Workers Compensation insurances, retirement plan, and employee assistance as follows:
- Keeps records of benefits plans participation.
- Responds to inquiries from international staff regarding benefits policies, procedures, and programs and acts as an ongoing resource
- Investigates accidents and illness in the field and prepares reports for insurance carrier.
- Acts as primary point of contact for all payroll and benefits related inquiries of international staff and facilitates new enrollments, changes, and terminations.
- Liaise with benefits vendors to research features and/or resolve problems for employees.
- Supervises mailings regarding changes to benefits (especially the 401(k) Plan) to all plan participants.
- Participates in the creation and analysis of benefits satisfaction surveys, as needed.
- Participates in vendor and contract reviews and negotiation
- Reviews new benefits invoices for accuracy before submitting to Finance.
Coordinates with counterparts in Operational Centers to ensure the timely and accurate preparation of payroll and benefits information for all expatriate staff on a monthly basis so that Finance can process and execute payroll, reconcile benefits statements and account for all expenses promptly and accurately.
Communicates directly with cross-administrators and HR pool managers on employment dates for all expatriate staff.
Periodically reviews onboarding and payroll practices of international staff and recommends changes or improvements as appropriate.
Training and Interdepartmental Coordination 10%
Collaborates with Field Human Resources Offices, Field HR Associate and Field HR Assistant to confirm hire and termination dates for the speedy and accurate processing of expatriate benefits and payroll.
Coordinates with the necessary parties in Finance to ensure the timely and accurate preparation of payroll for all expatriate staff on a monthly basis.
Manages the payroll information system with the finance unit for the expatriate staff.
Acts as the HR liaison between finance and individual expatriate staff on issues concerning the IRP payroll.
Manages the creation of HR communication tools (flyers, brochures, invitations, etc.) and HR forms for international staff.
Cross-trains and backs-up all compensation and benefits related responsibilities of the HR Manager for domestic employees.
Provides information and training for members of the Peer Support Network (PSN) at the PSN annual conference.
Presents international payroll, benefits and policies to incoming expatriates during the Information Days training.
Attends regularly scheduled Field HR team meetings as a representative of the Domestic HR department to brainstorm solutions to problems, share resources and best practices and coordinate activities.
Serves on mental health working group for the Psychosocial Care Unit (PSCU) on benefits options and benefits policies for the expatriate staff and helps with development and implementation of mental health benefits for expatriate staff.
Department Workflow and HR Management Software Administration (10%)
Monitors, corrects and improves systems to track expatriate assignment data, demographic data, and HR data so that the entire onboarding and exit process is captured accurately and in a timely manner using current HR Information Systems.
Works with counterpart in Field HR to identify and propose solutions to the Director of Domestic HR and Director of Field HR to address routine workflow problems, and reporting encountered by other staff.
Represents MSF-USA on international cross-administration Working Groups.
Acts as “super user” on the current HRIS in order to guide other staff and train new staff on its functions.
Stays abreast of data privacy and record-keeping requirements, and maintains such practices.
Files and maintains employment records for future reference and updates the HRIS with all relevant information to keep data current.
Responsible for centralizing, updating and documenting specific administrative procedures for the HR department itself and for collaborating with Field HR on same as regards international and domestic cross-administration workflows.
Works with HRIS vendor to ensure that all configured workflows, including ongoing changes are appropriately documented.
Works on reporting the necessary data from the HRIS system for use in the Domestic HR and Field HR departments in order to accurately develop solutions to expatriate issues as well as to confirm accurate electronic data systems.
Manages filing systems and archives, making improvements and ensuring privacy of personnel records.
Ensures that all HR staff is aware of filing systems and supervises maintenance.
Other tasks as assigned.
- Supervisory Responsibilities:
Hires and supervises one administrative assistant plus one or more office volunteers, interns and/or Work Study students who work on specific clerical, administrative or research projects in support of the department, quarterly. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training unpaid staff; planning, assigning, and directing work; appraising performance; and addressing complaints and resolving problems.
- Fiscal Responsibility
Coordinates all compensation information and record-keeping for intersectional hiring of US Expatriate staff. Works closely with Finance to ensure that they have the proper documentation for all benefits and payroll transactions. Confirms field salaries and proposes the necessary automatic salary increases to the Field HR Officers. Acts as a liaison between expatriates and the Field HR Officers on any salary administration. Coordinates with cross-administrators on any outstanding finances of expatriate staff from field assignments. Makes training decisions and purchases training classes/courses for the HR Assistant.
- Extent of Public Contact
Regularly presents MSF policies to incoming and departing staff. Coordinates with counterparts in the 5 MSF operational centers to ensure smooth administration of payroll and benefits for seconded US staff. Coordinates with higher level managers at operational centers to ensure smooth administration of payroll and benefits for seconded US staff as needed. Acts as a point person for US benefits vendors to answer questions and resolve problems for employees. Communicates with external Human Resources employees at other NGOS to capture Global HR Trends. Represents the Domestic HR department at annual Peer Support Network meetings.
- 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. 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.
- 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. Travel to conferences is required each year.
Minimum 5 years relevant work experience, 2 of which must be in a human resources management capacity, plus a Bachelors Degree in HR or related field, or equivalent combination of training and experience.
Excellent interpersonal and communications skills, including ability to effectively present information to job applicants, vendors, and other employees of the organization.
Demonstrated ability to coordinate work with a wide variety of participants.
Facility with numbers.
Keen attention to detail with ability to track multiple projects at one time.
Ability to work with a minimum of supervision.
Ability to prioritize ongoing vs. immediate needs appropriately.
Strong computer literacy, including ability to use word processing and spreadsheet software and to search the internet and navigate new user interfaces to post jobs, etc.
Ability to write business correspondence, and internal memos.
Strong motivation for working in a non-profit environment.
Experience working for a non-profit or NGO preferred.
Starting salary range: high 60’s to low 70's, commensurate with experience. Excellent benefits. Training opportunities and growth potential.
Send cover letter and resume to: email@example.com,
Attn: International HR Manager
Application closes December 6, 2014.