Location: Any location with an MSF office (Operational Centre, Partner Section, or Branch office)

Duration: Permanent, Full-time position.

Reporting to: MSF ICO HR Team Leader

Starting date: 15th September 2023

Deadline to apply: 23 July 2023

*By default, the successful candidate will be offered a contract in the MSF office of their country of residence at the time of application.

I. MSF INTERNATIONAL

Médecins Sans Frontières (MSF) is an international, independent, medical humanitarian organisation that delivers emergency aid to people affected by armed conflict, epidemics, healthcare exclusion and natural disasters. MSF offers assistance to people based only on need and irrespective of race, religion, gender or political affiliation.

MSF International is the legal entity that binds MSF’s 24 sections, 25 associations and other offices together. Registered in Switzerland, MSF International provides coordination, information and support to the MSF Movement, as well as implements international projects and initiatives as requested.

II. POSITION BACKGROUND

Today, more than half of MSF’s internationally mobile staff are residents in countries where MSF does not have a contracting section. They are known as NCR staff, for Non-Contracting Section Residents.

NCR staff are currently contracted for each individual assignment directly by the relevant OC. Consultation with NCR focus groups showed that this set-up poses numerous problems both for the staff and for MSF activities. Not benefiting from a secure, continuous contractual set-up, NCR staff face issues such as differing pay and benefits, inability to build up a pension, hurdles to access jobs, risk of double taxation, and lack of proper employment documentation.

To remedy this, MSF decided to create a centralized contracting hub for NCRs: the MSF International Contracting Office (ICO). The ICO will be the legal contracting entity for NCR. It will provide a consistent contracting experience, one single point of contact, seamless support during their career with MSF, and pay and benefits alignment regardless of the OC or managing entity they work for.

The ICO is embedded into MSF International.

III. PLACE IN THE ORGANISATION

The MSF ICO Compensation and Benefits Specialist (Hereafter: C&B Specialist) reports hierarchically and functionally to the ICO HR Team Leader and works closely with the Finance ICO.

IV. OBJECTIVES OF THE POSITION

If you like clarity, have a good eye for details, and enjoy putting puzzle pieces together, this could be your ideal job. The ICO team is looking for a competent and reliable C&B Specialist.

The C&B Specialist is primarily responsible for processing payroll and managing benefits programs of

NCR Internationally Mobile Staff (hereafter: Employees) as per the internal policies (IRP2 and other benefits policies) and processes. The C&B Specialist is a point of contact within the ICO for questions about pay and benefits policies and procedures. In addition, the C&B Specialist creates custom reports as needed from HRIS and provides data analytics. S/he works closely with the ICO HR Administrators (HR Admins) to increase performance and ensure smooth operations.

V. MAIN RESPONSIBILITIES

General

• Acts as a reference person within ICO on any payroll or benefits-related policies,
• Responds to any questions from ICO HR Admins related to payroll and benefits in general and individual Employee’s cases.

Payroll

• Runs a Monthly Information Form (MIF) to ensure a payroll list and cross-check payroll-related data with Managing Offices.
• Based on the MIF, validates data and communicates any odds with MO or HR Admins to correct them.
• Acts as a safeguard for pay policy within ICO to ensure a consistent process and makes records and reports of any abnormalities.
• Executes and ensures perfect payroll administration incorporating unused leave payout, salary advance, allowances, individual expense reimbursements, etc.
• After approval of the calculated payroll by the ICO HR Team Leader and ICO Manager, uploads the information on Employee’s Self Service.
• Closely collaborates with a banking service provider for smooth bank transfer.
• Consolidates and sends payroll information to Finance for billing.

Benefits Management

• Ensures that the benefits programs are properly implemented within ICO for Employees and that updated policies are in practice as per the movement-wide HR instructions.
• Maintains consistency in benefits and specific packages provided to Employees.
• Ensures the smooth follow-up of enrolment of Employees in the retirement pension plan and health insurance through collaboration with the service providers.
• Provides support to HR admins in managing special insurance related cases.
• Processes the reconciliation and billing process to the service provider company.

Data Analytics

• Provides any HR data and reporting around HC, FTE, and C&B costs as requested.

HRIS and Data

• Ensures the payroll and benefits information on HRIS is accurately captured and maintained.

Compliance and GDPR

• Ensures the safeguarding of compliance and GDPR in payroll and benefits administration,
• Advises the HR Team Leader regarding any potential risks and particular cases that could be a violation of compliance or GDPR.

Others

• Responds to salary and benefits-related audit.
• Works closely with ICO HR Admins to ensure processing accuracy and data integrity,
• Provides MIF information to the OCs and follows up with any data mismatching.
• Supports the training of new team members.
• Works closely with and support the other ICO HR Admins to ensure a smooth and effective HR service provision to employees, continually sharing and developing knowledge and best practice as appropriate.
• Works closely with overseas counterparts and the HR Admins to ensure a smooth HR administration process; uses own initiative to troubleshoot and escalate any issues to HR Team Leader as necessary.
• Together with the broader ICO department, works towards common projects when requested.