HR Officer

About the Company

Médecins du Monde - France (MdM-F) is an international humanitarian organization whose mission is to provide medical care for the most vulnerable populations, the world over, including Afghanistan. It seeks to stimulate voluntary commitment from doctors, other health care providers, and from those whose expertise in other fields is needed for its activities, to enlist all competent support required for the achievement of its projects, and to seek at all times to encourage close working relationships with populations in its care

Job Summary

Main Responsibilities:

• To manage Human Resource activities in compliance with MdM procedures, local legislation, and donor rules.
• To provide technical support to operational staff on HR management (MdM and partners)
• Coordination with relevant authorities for HR department task

• Duties & Responsibilities

Recruitment:

• Receiving recruitment requisition forms (RRF) from all the departments and bases, ensuring validation of each RRF to start the recruitment processes.
• Prepare the job advertisements, collecting CVs, prepare applicants longlists for each new hiring and make sure to share the longlists with concerned department, follow up with the hiring managers to receive the shortlists on time.
• Responsible for scheduling written tests, interviews, follow up and contacting the candidates and ensure reaching the nominated candidates.
• Coding written tests, attending interviews, ensuring positive HR participation in all job interviews.
• Prepare and update national staff personnel files, maintain and update data bases for management reporting like staff database, recruitment tracker, leave tracker etc.
• Timely preparation of offer letters/contracts and agreements for newly hired staff, issuing extension addendums to staff as and when required.
• Prepare document to conduct new staff orientation, coordinating with MdM Line Managers to organize an orientation package.

Attendance and Leaves monitoring

• Managing time sheet / attendance sheet, collect and generated reports / follow up on check in and check out timing for staff in the coordination office.
• Follow up with all supervisors for any unjustified absence and late hours.
• Summarize daily absenteeism of employees and reports to Admin Coordinator excluding the employees who have submitted an approved leave application.
• Archiving hardcopy of signed daily attendance report (signed by HR Officer & department Lead).
• Responsible for receiving all types of leaves from staff (annual leave, sick leaves, emergency leaves, etc.).
• Responsible to fill the correct and updated leave balance on each leave request form.
• Responsible to archive leaves forms in proper folders.
• Maintain and update all leave records in the database to verify all information in the leave application is correct and approved.

Payroll

• Responsible to prepare payroll with updated, complete, and validated documents and distribute pay slips to staff and collected the signed copies.
• Responsible to provide copy of signed pay slips to administrative department.
• Maintain and update data bases related to all staff for management reporting like staff database, recruitment tracker, leave tracker etc
• Prepare the staff final settlement detail with documents to submit finance officer.

HR administration

• Produce the training plan (compilation of requests, prioritization with managers, communication)
• Manage disciplinary procedures with managers.
• Prepare and update the organizational chart and job descriptions.
• Coordination with insurance company for timely insurance of newly hired staff and staff left.
• Timely submission of all valid health claims to Insurance company and making sure that all claims are settled with in the agreed period.
• Ensure timely completion of probation evaluation forms of newly inducted staff.
• Within the scope of responsibility, provide information and general assistance to the employees regarding human resources policies and procedures; answer questions and provide information regarding interpretation of rules/regulations, problem solving; general guidance on policy issues.
• Regular coordination with MoLSA, MoE, and other ministries for HR related management.

Archiving

• Prepare and updating personnel files, verifying HR documentation is complete, signed and dated.
• Archive and arrange the exit interview with staff and report to management.
• Archive leaves documents.
• Archive all types of HR correspondence in proper files

4-years bachelor’s degree in BBA, HRM or master’s in the relevant field

03-05 years of relevant experience preferably with humanitarian non-governmental organizations required.

Any relevant training attended.

Main skills

Analyze and communicate/submit MdM HR policies and practices.

Understand and interpret a legal framework and understand basic principles.

Support teams (MdM and partners), identify training needs.

Conduct professional interviews (recruitment, guidance, discipline, mediation, etc.)

Draft professional documents, draft and format notes, documents and/or reports

Ability to use Excel and Microsoft Office pack.

Organize the priorities of the relevant activities, adapt planning according to priorities and hazards.

Proficiency in English, Dari and Pashto

The interested candidates should submit their applications with the updated CV, motivation letter, including references details to the following email – [email protected] – no later than the closing date.

The reference HR Officer must be stated in the application subject to be valid. If you do not clearly state the position for which you are applying & attach the required diploma & other supporting documents, your application may not be considered.

Only shortlisted candidates will be contacted. Please note that MDM-F does not reimburse transportation cost if applicants are asked for interview or a test.

MDM-F does not charge fee at any stage of its recruitment process. All applications are free for all candidates, and no one should require any payment or compensation during the recruitment process.