Personnel Administration Manager
General
- Position: Personnel Administration Manager
- No of vacancies: 1
- Duration: 1 Year (Renewable)
- Monthly Gross Salary: INR 81,415 /-
- Location: New Delhi
- Expected Start Date: 15th November 2021
- Closing date: 24 October 2021
- Email to: india@oca.msf.org
Background
Doctors Without Borders India (DWBI) aims to provide medical assistance without any kind of discrimination including offer medical assistance during natural and manmade disasters through establishment of healthcare centers, implementing medical programs for critical illnesses on its own or with partners, working for creating medical awareness and capacity building and carry out/sponsor research to provide strategic input on relevant medical treatment options in India.
Purpose of Post
Is responsible of ensuring that DWBI is a Responsible employer in the mission, supports proper management of HR across the board and assumes full responsibility of all Administrative and legal issues in the Mission.
Functional and Hierarchical Lines
Hierarchically & functionally accountable to – Deputy Human Resources Coordinator
Accountabilities
- Know labor legislation in force in mission country; keep her/himself informed of any amendment made in labour legislation by regularly checking legislation sources and/or regularly meeting with lawyer, other local authorities at this level;
- Know all DWBI 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 is employed in the frame of fair labour conditions, and according to local legislation, DWBI HR vision, values and principles.
- In close collaboration with HRCo, ensures regular administrative meetings with all staff throughout the mission take place in order 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 DWBI 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 HRCo and HRA for previous validation by HQ. Identifies deviations and shares them with HRCo in order to draw an action plan in case corrections are needed/convenient.
- Is responsible to ensure that National Staff remuneration (salary, post adjustments, compensations, final settlements, etc,) and benefits (holidays, leaves, social coverage, health coverage, etc.) meet with the Mission’s salary grid validated by HQ, Internal Regulations and HR policies, ensuring DWBI acts as a responsible employer at any time.
- In close coordination with the Finance Coordinator, ensures fulfillment of national legislation regarding employees’ taxes and social security at 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 HRCo in case a legal risk is detected within her/his area of responsibilities and suggests actions to take in order to prevent it. Follows up employees’ claims and keeps HRCo informed at any time.
- Ensure that DWBI, as an employer, as well as all DWBI employees comply with safety and risk prevention measures as stated by local legislation and/or DWBI standard policies and procedures.
- Ensure an efficient filing system (physical and electronic files) of all administrative files at Mission level, granting strict confidentiality of employees’ personal files and other administrative private documents upon request of HRCo, and ensuring preparedness in case of evacuation.
- Upon request of the HRCo, maintain regular contact with ministries, national administrations, other DWBI sections and other organizations 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 her/himself the Missions’ technical reference in absence of a person specifically in charge of the system.
Context Specific Accountabilities
Legal Frame
- Know labour legislation in force in India (especially Delhi and other states where DWBI works); keep her/himself informed of any amendment made in labour legislation by regularly checking legislation sources and/or regularly meeting with the lawyer, Chartered Accountant, EPF, ESI consultant/authorities and/or other local authorities at this level.
External Communication / Representation
- Ensure efficient contacts with external advisors and experts in order to grant efficient and timely quality control with regards to employee’s contributions and taxes (EPF, ESI, Income Tax for National Staff, etc.).
Homere, Payroll, taxes and social contributions
- Ensures that payroll for Projects and Delhi Coordination is properly prepared and calculated. Reviews and send it to HR Coordinator for approval and share it with Finance department for bank transfer. Responsible to prepare all Homere Reports in due time and send to Homere Specialist in HQ. Focal point for all questions related to payroll.
- In collaboration with Tax consultant / ACU responsible for Income Tax calculation for NS; gathering required tax related information for relevant national employees; and for responding to queries in regards to income tax calculations for all staff.
- Ensure that all social contributions (EPF & ESI) are calculated correctly and deposited on time with the Government. Develop the system/procedure for the Capital and projects to submit the claim for EPF and send regular updates to the project.
- Carry out Homere quality check for all the mission (all project locations and Delhi)
Legal and Administrative Compliance
- Compile the documents and prepare reports for auditors/inspection.
- Actively participates to compliance problem-solving when relevant, and participates to meetings with the Accountancy and Compliance Unit.
- Act as Audit referent during audits requiring HR/ Admin Related documents/information.
Filing
- Ensure an efficient filing system (physical and electronic files) of all administrative files at Mission level, granting strict confidentiality of employees’ personal files and other administrative private documents upon request of HRCo, and ensuring preparedness in case of evacuation.
Recruitment and Induction of new employee
- Assist HRCo and Project with the recruitment of staff.
- Ensure preparation & issuance of offer letter, contract letter or any other letter of correspondence from HR and FIN/HR Assistants in the projects. Point person for induction and to explain benefits & regulations to new employees.
Disciplinary Measures
- Support and guide the project HR team to prepare all the documents related to disciplinary issues.
Others
- To perform any other tasks as required by your Supervisor/Line Manager
- To maintain a flexible approach and response to the needs of the mission even if outside of this job description.
- In close coordination with Deputy HRCO, support development plans from project HR responsible.
- Work in close coordination with EPF Consultant to facilitate EPF withdrawal of ex-employees.
Requirements
Education
- Degree / Diploma in administration or management related studies.
Experience
- Working experience of at least two years in HR administration and Compliances
Competencies
- People Management
- Commitment
- Flexibility
- Results
- Team work & behaviour
Languages
- English and Hindi. Knowledge of any other local languages would be an asset.
Knowledge
- Computer literacy (Word, Excel, Outlook) professional level essential
- Homere software – referent level
This job description may be amended in line with the activities or evolution of the organization.
HR & Benefits
- Salary Gross (INR): 81,415 /- per month (non-negotiable)
- 18 days annual leave; 12 days paid leave as per specified list of holidays; Sick/Casual leave of 12 days as per calendar year (pro-rated based on hire date).
- Contributions made for statutory benefit programs such as Provident Fund.
- Covered under accidental insurance.
- DWBI provides medical reimbursement for employees and their dependents as per health care policy.
- A stimulating, professional environment in an international organization.
Application Procedure
Please clearly state which position you are applying for and send CV and letter of motivation to apply for this position (with phone number) no later than 24 October 2021 to
Application without motivation letter will not be accepted.
Due to a high volume of applicants, only short-listed candidates will be contacted.
Note: We do not use any external recruitment consultants.
