ICO HR Referent

Médecins Sans Frontières (MSF) is an international, independent, medical humanitarian organisation dedicated to providing expert medical relief to vulnerable populations at times of conflict or disaster. In over 80 countries worldwide, MSF provides both life-saving emergency relief and longer-term assistance to make basic healthcare services available to the most vulnerable or excluded communities.

MSF’s aim to provide impartial assistance, on the basis of need alone, regardless of ethnic origin, gender, creed or political affiliation. To maintain its independence from political interference, MSF relies on donations from individuals around the world for at least 50 percent of its income. This private funding gives MSF the freedom to respond to the greatest needs as fast as possible.

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.

Position Background:

MSF recruits internationally mobile staff (IMS) from over 160 countries around the globe, deploying them across 80 mission countries through its five Operational Centres. Part of these staff members are contracted by 19 different Contracting Sections (depending on their country of domicile). However, nearly 60% of IMS do not have a Contracting Section in their country of domicile – they are known as Non-Contracting Residents (NCR). Until 2023 NCR staff members were individually contracted for each assignment by the respective Operational Centre, which presented several challenges.

To address these challenges, the International Coordination Office (ICO) will become the centralized contracting entity for NCR staff. The ICO started operations in October 2023 and will finalize the implementation with the MSF Operational Centers in 2024. They ICO brings forth a harmonized remuneration and benefits package, a consistent pension scheme via the ICO’s international retirement savings plan, and an optimized administrative support for NCR staff throughout their tenure with MSF, by providing a single point of contact and comprehensive employment documentation.

Place In The Organisation:

The MSF ICO HR Referent is managed by the International Office (IO) and reports hierarchically & functionally to the ICO Team Leader. The MSF ICO HR Referent works in close collaboration with the ICO HR Administrators, ICO C&B Specialist, ICO HRIS Specialist, and other HR stakeholders.

Main Purpose:

The main objective of this role is to ensure the ICO HR admin team maintains the highest quality of work. This involves providing first-level technical guidance on work processes, procedures, and daily HRIS management. Additionally, the ICO HR Referent conducts internal reviews and audits to ensure and verify data integrity and quality.

The ICO HR Referent serves as the primary point of contact for providing technical advice to the HR admin team and ensures compliance with both internal policies and external legal regulations, thereby guaranteeing that all HR activities are conducted accurately, lawfully, and consistently.

The ICO HR Referent also provides initial support for the HRIS (Workday) system and takes charge of training the team and other counterparts, including ICO employees.

Also, the ICO HR Referent runs periodic reviews of all data in HRIS and other files to maintain the most accurate employee records and information.

This position does not have managerial responsibilities over ICO HR Administrators.

Accountabilities & Deliverables:

Technical support and advice:

• Provide a first level of technical advice for ICO operational guidelines to the ICO HR Admin team as well as other counterparts such as MO
• Support the HR Administrators in understanding new or updated processes in both MSF HR policies and HRIS updates
• In close collaboration with the HRIS specialist, advise the best use of the HRIS and provide training and coaching
• Contribute to system testing and provide input to the HRIS specialist to support system improvement
• Identify and escalate technical HRIS issues to the HRIS specialist for resolution
• Take and resolve complicated and abnormal CrossAdmin / IRP cases
• Monitor the proper update and management of the Ticketing file

Internal review, audit and reporting:

• Run a Monthly Information Form (MIF) to ensure a payroll list and contractual details and validate the information with Managing Offices
• Based on the MIF, review data and communicate any odds with MO or HR Admins to correct them before a payroll process starts
• Including the month-end check processes, conduct regular audits to ensure the accuracy and correctness of all contractual documents and data quality for successful payroll and benefits administration
• Collaborate with the ICO C&B specialist to ensure accurate salary and benefits administration by monitoring and addressing any issues before and during payroll processing
• Monitor international cross-administration performance indicators and provide regular reports to the HR Team Leader

Others:

• Support onboarding for new HR admin team members
• Ensure all key processes are documented and improved as needed
• Host monthly webinars dedicated to ICO employees to provide general information on contractual conditions, salary, insurance, and relevant benefits and answer employees’ questions
• Participate in meetings as requested by the HR Team Leader
• Any other tasks requested by the HR Team Leader

Job requirements:

• Minimum 4 years’ experience in an HR technical and/or specialist function related to Labor relations and HR Administration
• Extensive knowledge of CrossAdmin and IRP2 policies
• Expertise in the use of Workday (HRIS)
• Knowledge of Swiss employment law is an asset
• Fluent in English and French
• Meticulousness and eye for detail
• Strong execution skills with a high-quality outcome
• Positive, open, and can-do attitude
• Experience coordinating teams is an asset
• Excellent planning and organization skills
• Pragmatic, clear, rigorous, respectful interpersonal and communication skills

Source: https://msf.recruitee.com/o/msf-ico-hr-referent