Doctors Without Borders/Médecins Sans Frontières (MSF) provides assistance to populations in distress, to victims of natural or man-made disasters, and to victims of armed conflict, irrespective of race, religion, creed or political convictions. When medical assistance is not enough to save lives, MSF will speak out against human rights abuses and violations of humanitarian law its teams witness while providing medical relief.
In close collaboration with the Director of Domestic Human Resources, assists in planning and administering policies relating to all phases of US domestic human resources activity ranging from recruitment to onboarding, performance, benefits, compensation management and employee relations.
These responsibilities will be achieved by performing the following duties:
HR Planning and Policy Development (5%)
Collaborates with department directors and HR team on the creation and implementation of an Annual Plan for HR goals and objectives.
Participates actively in the development of policies and coordination of human resources activities such as employment, compensation, employee relations, benefits, training, and employee services as a member of the HR Policy Group.
Identifies and maintains knowledge of legal requirements and government reporting regulations affecting human resources functions and ensures policies, procedures, and reporting are in compliance.
Researches policies and HR trends and drafts policies for domestic staff.
Maintains an up-to-date Employee Handbook that is in compliance with all relevant legal requirements.
Coordinates assignments to HR Assistant with International HR Manager.
Manages and evaluates Office Volunteer Coordinator.
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.
Prepares weekly status reports for Director.
Attends regularly scheduled staff meetings and Program Updates and several annual office-wide debates to participate in information sharing across all departments, and stay informed on important MSF topics so as to be able to contribute to the organization’s ongoing development.
Recruitment and Selection (25%)
Collaborates with managers to recruit, screen, interview, test, refer, and select employees and interns to fill vacant positions.
Ensures managers are working from a clear job description that describes the essential duties of the post and the skills, competencies, and experience required.
Maintains list of recruitment sources for different job profiles; makes recommendations to managers regarding best sources for their posts.
Works with hiring managers to develop job ads appropriate to the recruitment sources (long form for web; classified ads, etc.)
Ensures that jobs are posted to all sources in a timely manner and renewed as appropriate.
Keeps hiring managers informed of visa options for new hires.
Conducts an initial screening of incoming resumes before distributing to hiring manager, unless hiring manager requests to do so him/herself.
May conduct phone screens of likely candidates.
Coaches hiring managers on legal framework and best practices for selection of employees, including helping them to prepare consistent interview questions designed to elicit information about the particular skills and competencies pertaining to their opening.
Conducts first-round in-person interviews with hiring manager and collaborates in narrowing the selection for final round interviews.
Ensures that all first-round interviews complete applications.
Suggests tests appropriate to the job opening. Assists hiring manager to develop test and/or to source external test.
Coaches hiring managers on best practices for checking references, and ensures that they check the appropriate number/type of references for their post.
Ensures that appropriate follow-up calls and notes are made to applicants not selected for post.
Supervises the recruitment, screening, interviewing, and placement of office volunteers and work study students conducted primarily by our Office Volunteer Coordinator and the HR Assistant.
Ensures that offer letters are prepared and mailed to prospective staff in a timely manner.
Works with immigration attorney to prepare and process visa applications.
Provides moral and practical support to relocating employees, particularly those who are relocating from overseas.
Works with Director and Assistant to develop, review, and maintain appropriate content for briefing packages for Domestic staff.
Ensures that all new staff are appropriately briefed regarding:
- Benefits offered by MSF-USA
- Finance department policies and procedures
- Office services policies and procedures, including safety procedures
- The work and mission of MSF
- The MSF-USA Association
Meets with all new staff individually or in small groups to review the Employee Handbook.
Works with hiring managers to ensure that appropriate training plans are scheduled and implemented.
Schedules individual or small group briefings for new staff with the Director of Administration to review compensation and performance management policies and procedures.
Periodically reviews onboarding practices and recommends changes or improvements as appropriate.
Works with Director and Assistant to develop, review and maintain comprehensive new hire and termination check lists for Domestic staff that include all stages of payroll and benefits administration.
Works with 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.
Ensures the proper maintanance of I-9 files, Proof-of-Age log, OSHA log, EEO records, and other pertinent HR records.
Administers and maintains annually updated Conflict of Interest statements from all employees.
Updates and maintains employee files and records in accordance with HR best practices and legal requirements.
Ensures the timely and accurate preparation of payroll and benefits information for all domestic staff so that Finance can process and execute payroll, process benefits deductions and account for all expenses promptly and accurately.
Collects and submits any changes that affect payroll to Finance, such as address changes, changes to benefits enrollments, new W-4s, etc.
Administers benefits programs such as life, health, dental and disability insurances, retirement plan, vacation, sick leave, leave of absence, health club membership and employee assistance.
Ensures that all new domestic staff complete all relevant paperwork and are enrolled in the benefits they are eligible for.
Ensures proper records are kept of benefits plans participation.
Documents and keeps records of all paid time off and leaves of absence, whether paid or unpaid, including FMLA, and relays information to Payroll.
Informs staff about employee benefits and acts as an ongoing resource. Responds to inquiries from domestic staff regarding policies, procedures, and programs.
Acts as primary point of contact for all payroll and benefits related inquiries of domestic staff and facilitates new enrollments, changes, and terminations.
Investigates accidents and illness and prepares reports for insurance carrier.
Liaises 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.
Manages the creation of HR communication tools (flyers, brochures, invitations, etc.) and HR forms for domestic staff.
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.
Ensures that all terminating domestic staff have a meeting with an HR staff member to explain termination of benefits, and review all the steps of the termination checklist. Ensures that departing staff complete all relevant paperwork.
Conducts an exit interview with all departing interns and domestic staff, as assigned in order to learn more about their reasons for departing.
Prepares an intern exit interview report at the end of each intern cycle and makes recommendations for improving the program, accordingly.
Cross-trains and backs-up all compensation and benefits related responsibilities of the HR Associate for international employees.
Other tasks as assigned.
Compensation & Performance Management (10%)
Provides guidance to hiring managers regarding salary offers, and ensures that all appropriate paperwork is completed.
Provides ongoing guidance to managers on appropriate use of the salary administration system to ensure compliance and equity within organization. Discusses possible step increases with managers.
Assists managers with the preparation of job descriptions, as assigned.
Collaborates with other department members to score job descriptions.
Co-administers performance review program to ensure effectiveness, compliance, and equity within organization.
Conducts evaluation follow-up interviews with approximately half the staff on an annual basis, and collaborates with Director to produce reports for managers.
Employee Relations (15%)
Acts as a resource for managers, in particular on legal issues pertaining to HR.
Responds to inquiries from staff regarding policies, procedures, and programs.
Advises management and staff in appropriate resolution of employee relations issues, addressing complaints and resolving problems, and ensuring appropriate documentation at all stages.
Reviews all employee relations issues with Director. Assists with complaint resolution, and may be assigned to investigations.
Chairs interdepartmental “Events Committee” which organizes 2 annual parties (summer outing and holiday party) and supports departments to organize special events for their staff such as good-bye parties.
Training & Development (10%)
Develops and maintains up-to-date Managers’ Guidelines to aid managers in administering our policies and procedures.
Collaborates with Director on development of in-house management training in interviewing, hiring, terminations, promotions, performance review, safety, and sexual harassment.
Manages the coordination of all in-house training, including registration and all logistics, with the assistance of the administrative assistant.
Coordinates external training for employees and supports managers’ efforts to develop their employees by assisting in identifying appropriate training opportunities.
I. Supervisory Responsibilities:
Responsible for coaching, guiding and collaborating with managers include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems, and ensuring appropriate documentation at all stages.
Manages one part-time volunteer who coordinates our office volunteer program. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Coordinates assignments for HR Administrative Assistant with the International HR Manager.
II. Fiscal Responsibility
Works closely with Finance to ensure that they have the proper documentation for all benefits and payroll transactions.
Researches and recommends consultants for HR projects. Engages in preliminary negotiations with HR vendors.
Administers “House Expense” budget line item through work with Events Committee. Approves requests and invoices for training budgets in accordance with policy guidelines and the HR budget.
III. Extent of Public Contact
Regularly represents MSF to job candidates, primarily through phone screenings and job interviews. Works from time to time with lawyers, consultants and trainers.
IV. 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.
V. 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. While performing the duties of this job in the field, the employee may be exposed to precarious settings under high security and/or very basic living conditions and outside weather conditions.
Min. 3 yrs. Exempt level Human Resources experience, with broad exposure to all areas of HR, plus Bachelors degree or equivalent combination of education and experience
Demonstrated knowledge of HR legal requirements and reporting regulations
Excellent interpersonal and communications skills, including ability to effectively present information to job applicants, vendors, and other employees of the organization.
Excellent oral and written communication skills
Demonstrated experience coaching managers and staff through employee relations and disciplinary issues.
Excellent judgment and diplomacy
Ability to effectively present information to small and large groups of trainees
Proven time management and organizational skills including keen attention to detail and ability to track multiple projects at one time.
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, policy documents and internal memos.
Strong motivation for working in a non-profit environment.
Knowledge of MSF’s international humanitarian work strongly preferred
PHR certification or equivalent experience preferred.
- Salary: High 60s–low 70s, commensurate with experience.
- Excellent benefits, including 4 weeks vacation, training opportunities, and growth potential
Send cover letter with resume to email@example.com, ATTN: Domestic Human Resources Manager
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