Main Objective:

The HR supervisor manage the human resources and administrative of the project. Under the supervision of expat log admin /fin, the project HR supervisor is directly responsible for the maintenance of the Homere data base, application of IRs, general administration, supervision of domestic staff/administrative/accountant and reporting. Along with the bank/cash management, recording and follow up for the correct use of Financial Resources in the project, in accordance with OCA and mission guidelines.

Supervises administrative, HR and finance staff of the Project such as project accountant, bookkeeper, translator, HR supervisor, cook and domestic cleaner.

Together with Project Coordinator Assistant (where there is no expatriates in the project) liaises with local authorities in relation with the administrative issues

Responsibilities/Activities:

Finance and Book-keeping:

• Responsible for accurate and complete financial administration and reporting (monthly closure etc.) (if applicable) through delegation of tasks to the Project Accountant .
• Make sure that cash and bank management in the project is in accordance with OCA and mission guidelines.
• Make sure that cash-flow is regularly monitored and prepare monthly Money request for Capital.
• Monitor cash balances in accordance with the Finance Guidelines ensuring balances do not exceed the limits set
• Ensure timely payments to suppliers, landlords and contractors.
• Ensure advance limits and procedures are followed per mission guidelines
• Check authenticity of all receipts and invoices, ensure supporting purchase order/list is available and have appropriate authorization before making payments
• Make sure that recording of finance transactions for all cash and bank journals in accordance with MSF Chart of Accounts.
• Ensures that latest approved Financial Procedures and Guidelines are followed
• Responsible for monthly closing and reporting in accordance with the yearly timetable and as per the mission Finance guidelines through project accountant.
• Responsible for communicating any financial irregularities noticed to the Expat Log/ Finance Manager for further follow up
• Establish and maintain contact with local banks and accompany and assist Expat LogAdmin/All Around Log or PC in all bank related issues

Administration

• Prepare and maintain all rental/lease contracts to ensure timely renewal/cancellation as required
• Set up and maintain a proper filing and documentation system (hard and soft copy)
• Initiate, maintain and improve on office administrative procedures
• Arrange travel/flight/accommodation bookings for all staff on official visit
• Does monthly orders and follows up the consumptions of food and non food items for office and living houses

Management of HR National Staff

• Delegates (as relevant) and supervises the below tasks where a HR Supervisor is available in the project.
• Prepare individual contracts  and maintain accurate and timely records of all staff documents (paper and Homère): ID's, photos, signed contracts, job descriptions, disciplinary decisions, EOBI registrations, MSF ID cards, dependents lists, educational and work experience certificates, holiday and training entitlement, job evaluations and all related HR and administrative documents. Update Homere accordingly on monthly basis.
• Assures up-to-date and validated job descriptions for every single employee
• Ensure EOBI registration of new staff & send the list of monthly EOBI contribution of staff to Islamabad HR office
• Maintain and monitor staff medical expenses reimbursement to ensure limits are not exceeded (ISB has the record in boox).
• Collate relevant information of employees’ personal tax savings for monthly deduction of Income tax and collect documentation for quarterly TDS returns
• Provide changes in staff i.e. joiners and leavers on monthly basis to Islamabad for administrative purposes
• Assist with the development and correct implementation of staff recruitment processes according to MSF guidelines and protocols in collaboration expat Log and Project Coordinator
• Assist in briefings for new staff and arrange relevant documents (ID card, dependent nominees, EPF declaration, bank a/c details etc) for administration purposes
• Participates in the recruitment process by ensuring correct and complete related administration, by posting of vacancies and recruitment
• Assures salary administration and final emission on time and data quality in Homere.
• Update monthly personnel database using Homere (contracts, absence, dependants,..) and prepares monthly payroll and overview for approval and effect payment
• Prepares monthly follow up on evaluation and informs/remind the supervisors about the evaluation to be done
• In collaboration with HRM, plan and follow up  of holidays and leaves for NS
• Follow up the hiring and payment of Daily workers
• Produce monthly payroll (in accordance with OCA salary scales and Internal Regulations) with respective documentation and overviews for approval and effect payment
• Ensure HR policies are properly and transparently communicated to all staff and provide advice to PC/Expat LogAdmin/ All Around Log on HR/Finance related matters where required
• Reviews transactions related to HR that provisions of the Internal Regulation and MSF Policies and procedures have been applied properly and report to expat log admin for any breach of administrative procedures foresee.
• Be updated on the latest polices and ensure, together with HR Manager and HRCo, that these are provided and   understood in the field 
• Safeguard the coherence and harmonization of NS salary and function grid in collaboration with HRM

Supervision of Domestic and Administrative staff

• Coordinate cooking/cleaning activities in the project: scheduling, monitoring, troubleshooting
• Coordinate housekeeping / cleaning activities in the project: scheduling, monitoring, troubleshooting
• Supervise, coach and organizes the work of staff under her/his direct supervision i.e. project accountant, HR supervisor (if applicable), cooks and office/ house cleaners, including the work Schedules and leave planning
• Monitors the need of replacers for domestic and administrative staff and daily workers and hires daily workers if needed
• Together with Log Expat (if requested) evaluates all staff under his supervision

Reporting

• Preparation HR Monthly report
• Preparation of monthly HR report data (on request) 

Others/Various

• (If applicable) follows Up / Monitors NOC applications, extensions and field stay approvals by Government functionaries.
• Together with Project Coordinator Assistant and if/ when required, liaisesogether with Project Coordinator Assistant,  , NOC with local authorities for registration of expatriates (visa, NoC)
• Ensure timely NOC applications for all MSF Balochistan expats in close coordination with all MSF Balochistan Project Coordinators and the MSF Islamabad office. Monitor the application and approval process and ensure timely NOC clearance by regular follow-up at the Home Department. (QTA Admin is doing this now).
• Assist the visa application process for all MSF expats in Balochistan in collaboration with the Project Coordinator and the MSF Islamabad office. Monitor the application process and follow-up on action dates. (QTA Admin is doing this now).
• Participates in briefing of new international on Internal regulations and cultural.
• In liaison with the coordination, keeping the international personnel follow up forms updated: arrival and departure dates, copies of passports and visas
• Provides expatriate details to external agencies after approval from PC
• Maintains full confidentiality concerning all work-related information
• Acts as a translator, if needed

Requirements:

Education:

• Minimum Bachelor degree in human resources or in finance or any other relevant field (general subjects).

Experience:

• At least 1 year experience in HR, Finance or administration position with an INGO or other sector (e.g private company etc

Languages:

• Proficient in English and Urdu and any other relevant local language

Other Competencies:

• Essential computer literacy (word, excel, internet)
• High level of confidentiality and diplomacy
• Ability to represent MSF with external contacts
• Good health condition
• Ability to organize & prioritize workloads independently and pro-actively with less supervision, using initiative when appropriate.
• Discipline, punctuality, time management and ability to work under stress and in difficult circumstances
• Excellent interpersonal & communication and team management skills.
• Respectful behaviour, attention to detail and accuracy, trustworthy
• Able to work in a strict procedural framework
• Capacity to work in a multidisciplinary and international team.
• Flexibility and adaptability to work in other MSF locations if necessary, in remote areas with marginalized communities, in case of emergencies to work longer hours, extra days to meet the needs of the program.
• Commitment to humanitarian values as outlined in the MSF Charter
• Pakistani National and holding a passport.