PERSONNEL ADMINISTRATION MANAGER

CONTEXT:

Médecins Sans Frontières is a private, non-profit international humanitarian organization dedicated to providing medical assistance to populations in crisis, without discrimination and regardless of race, religion, creed, or political affiliation. Médecins Sans Frontières is seeking a PERSONNEL ADMINISTRATION MANAGER in its Country Office in Amman, Jordan.

MAIN RESPONSIBILITY:

Is responsible for ensuring that MSF is a Responsible employer in the mission, supports proper management of HR across the board, and assumes full responsibility for all administrative and legal issues in the mission.

ACCOUNTABILITIES:

•                           Know labor legislation in force in the mission country; keep her/himself informed of any amendments made in labor legislation by regularly checking legislation sources and/or regularly meeting with a lawyer, other local authorities at this level.

•                           Know all MSF policies, procedures, tools, standards and principles regarding all staff’ (national, international, regional, etc.) working conditions, benefits and remuneration, job profiles and function grids, health coverage, etc., adapts them to the mission reality and ensures an equitable, efficient, transparent, fair and accountable implementation by all relevant staff throughout the Mission.

•                           Is responsible for the proper implementation and follow-up of internal regulations and terms of employment contracts of all national staff, ensuring that all staff are employed in line with fair labor conditions, and according to MSF HR vision, values, and principles.

•                           In close collaboration with FinHR Coordinator, ensures regular administrative meetings with all staff throughout the mission take place to ensure they are aware and respect their rights and duties and to inform them of any change in Labor legislation and general employment framework which may affect them (i.e. legal amendments, changes in local practices, new HR-Admin policies or procedures, amendments to Internal Regulations, etc.).

Is responsible to ensure that all functions and job profiles at mission level meet with the mission’s function grid approved by HQ and are aligned with MSF Standard Job Profiles and Function Grid, and that any new function or amendment to an existing one (including significant changes in responsibilities and/or mixing existing functions) are requested in advance to FinHR Coordinator and Cell HR for previous validation by HQ. Identifies

•                           deviations and shares them with the FinHR Coordinator to develop an action plan if corrections are needed/convenient.

•                           Is responsible for ensuring that National Staff remuneration (salary, post adjustments, compensation, final settlements, etc.) and benefits (holidays, leaves, social coverage, etc.) meet the Mission’s salary grid validated by HQ, Internal Regulations, and HR policies, ensuring MSF acts as a responsible employer at any time.

•                           In close coordination with the FinHR Coordinator, ensures fulfillment of national legislation regarding employees’ taxes and social security at the Mission level, checks that monthly declaration forms for taxes and employee/employer social security contributions are correct, and sends them to the Financial Department.

•                           Informs the FinHR Coordinator in case a legal risk is detected within their/area of responsibility and suggests actions to take to prevent it. Follows up on employees’ claims and keeps the FinHR Coordinator informed at any time.

•                           Ensure that MSF, as an employer, as well as all MSF employees, comply with safety and risk prevention measures as stated by local legislation and/or MSF standard policies and procedures.

•                           Ensure an efficient filing system (physical and electronic files) of all administrative files at the Mission level, granting strict confidentiality of employees’ personal files and other private administrative documents upon request of the FinHR Coordinator, and ensuring preparedness in case of evacuation.

•                           Upon request of the FinHR Coordinator, maintain regular contact with ministries, national administrations, other MSF sections, and other NGOs to improve/keep up to date with administrative practices.

•                           Knows Homère in depth and ensures a proper parameterization, use of the system, and quality of data throughout the Mission, being/the Mission’s technical reference in the absence of a person specifically in charge of the system.

•                           Ensure, in close collaboration with the FinHR Coordinator and the Logistics department, that all international and internal movements in the Mission are properly managed (visas, tickets, per diem when necessary, dates of arrival/departure, etc.), and ensure proper accommodation conditions (i.e., room, food, etc.) by informing all relevant people/departments.

MSF SECTION/CONTEXT SPECIFIC ACCOUNTABILITIES:

•       The focal point of Income Tax & Social Security for all MSF sections in Amman.

•       The responsibility of the international staff apartments, with the support of the FinHR Coordinator.

•       Ensure all the administrative needs for IMS & LHS in the mission, for the hosted staff and the visitors are well followed, including the transportation abroad, accommodation management, airport transport, Pdiem, etc.

•       Responsible for dealing with the protocol office for all the IMS administrative requirements, including but not limited to visa requests, work permits, residency, etc.

•       The focal point to follow with HQ HR & departure office, for all IMS start and end mission requirements, including the visa approval, briefing, tickets, and return form, debriefing, and end of mission requirements.

•       The focal point of HOMERE in the mission, followed by the HOMERE referent, is all the technical stuff related to the tool.

•       Under the supervision of the FinHR Coordinator, follow with other MSF sections all the HR management procedures, harmonization, alignment, and collaboration needed, and be part of the MSF HR group in Jordan.

•       The HR focal point to follow the LHS staff health in the coordination office with the insurance company and the mission staff health doctor.

•       Validate the salaries of the local staff in the Coordination office, and support the hospital team upon need on the salary topic.

•       Maintain the tracking of IMS paid leave balance for all IMS in the mission and the hosted IMS in Amman.

•       Provide direct and technical support to the hospital HR about MSF procedures, and answer questions regarding daily personnel administrative management.

•       Draft HR SitRep of coordination office; maintain monthly HR required documents for entire mission (organization chart, HR report, etc.).

•       Follow with the L&D specialist all the training and capacity building programs in the coordination office, follow with the HR team in the hospital all the internal mobility between the coordination office and the hospital.

•       Based on the request from the FinHR Coordinator, follow up with the local legal firm in specific cases.

•       Under the responsibility of the FinHR Coordinator, follow up with the HR team in the hospital, the evaluation HR tool of the mission (DITO).

•       Be a member of the Coordination Risk Prevention Committee.

•          Follow any specific tasks or delegation from The FinHR Coordinator, as needed, and for a temporary period.

REQUIREMENTS:

Education:      •             Degree in administration-related studies.

Experience:                 Working experience of at least two years in administration.

Languages:                   Mission & Local language is essential.

Knowledge                   •             Essential computer literacy (Word, Excel, Internet)

•             Local accounting standards, Desirable MSF accounting software, ERP system knowledge, and local laws.

WORK LOCATION:      Amman - Jordan

CONTRACT:                  6 Months Fixed-term contract – Full-time (Renewable)

Interested applicants should submit their application in English, containing a Curriculum Vitae (CV),

no later than Thursday, January 22^nd, 2026,

on the Akhtaboot website

MSF promotes the inclusion of women and people with disabilities.

 Only candidates who meet the requirements will be contacted via email.

Notice: No monetary transactions, no demands for favors in kind, nor other types of favoritism will be tolerated in the recruitment process.  MSF reserves the right to refuse the hiring of a candidate who has benefited from such acts. All such illicit demands may be pursued through the judicial system.