FHR Officer at Doctors Without Borders (MSF) Southern Africa

About Us

Doctors Without Borders/Médecins Sans Frontières (MSF) Southern Africa is a vibrant part of a global network of principled professionals driven by medical ethics and a shared commitment to humanity. Operating in over 70 countries, our teams of doctors, nurses, logisticians, and other specialists deliver critical healthcare to people affected by conflict, disasters, epidemics, and exclusion from medical services. Beyond providing care, we bear witness to the challenges faced by the communities we serve, raising awareness and advocating for change to address emerging crises and healthcare inequities.

Based in Johannesburg with an office in Cape Town, MSF Southern Africa is a dynamic hub for recruitment, communications, and operational support, governed by the MSF Southern Africa Association with over 300 members from seven regional countries. We are passionate about creating a diverse and inclusive workplace where every voice is valued. We warmly welcome applications from individuals of all genders, ages, sexual orientations, nationalities, races, religions, abilities, and other diversity characteristics.

JOB OVERVIEW

1. The purpose of an HR Officer is to be responsible and accountable for the provision of FHR administrative support to the MSF SnA Section.
2. The Field Human Resources (FHR) Officer is responsible for supporting components of a large Field HR in the MSF SnA.
3. The HR Officer is an FHR custodian, and is responsible for the implementation of MSF SnA FHR standards, protocols and procedures.

KEY TASKS & RESPONSIBILITIES:

1.1 HRIS management:

•  Support the Career manager in the selection, development and integration of all HR information systems.
• Collect and document information regarding HRIS within the parameters set by the Career Manager, presenting updates to the Career/FHR manager
• Conduct annual as-is MSF SnA HRIS audit in collaboration with the Career Manager/DA (HRIS)
• Arrange change management presentations linked to the implementation of new HRIS systems
• Communicate updates to HRIS, as necessary, to all relevant stakeholders
• Prepare scaling where required and ensure IMS experiences are captured correctly in the system 

1.2 FHR ANNUAL PLANNING, BUDGETING AND REPORTING:

• Contribute to annual action plans linked to relevant Field HR pools (medical and non-medical) and activities.
• Support the Career/FHR Manager in communicating FHR plans to relevant stakeholders
• Monthly and quarterly reporting to the FHR Manager
• Track and present expenditures within the Domestic Administrative movement portfolio and FHR pool (Medical and non-medical) to the FHR Manager for validation.

1.3 ADMINISTRATIVE RESPONSIBILITIES TOWARDS IMS (MEDICAL AND NON-MEDICAL POOLS):

• Ensure all Travel and Administrative compliances for IMS are smoothly managed, including their Hotel accommodation, pick-ups and their refunds for expenses they incurred as they prepare to take assignments and interact with the MSF offices. Including Vaccinations, police Clearances, Medical check-ups, etc.
• Organising, scheduling and communicating briefings and debriefings of fieldworkers to FHRM
• Communicate fieldworker arrivals and departures to the MSF SnA office, using appropriate communication channels and tools
• Conduct briefings of fieldworkers (M& NM), checking that the fieldworker has all the relevant project information, and has undergone necessary health checkups and vaccination updates.
• Compile IP Sheets under the guidance of the DA
• Follow up on any outstanding information and organise health check-ups
• Systematically confirm and communicate all field workers end of mission dates 1 month before returning to the mission and scheduling a debriefing with the relevant units.
• Maintain an up-to-date contact list of all field support staff across all OCs
• Send at least one email communication to each fieldworker in the field during their mission, checking to find out how the assignment is unfolding, and to report any challenges to the FHR Manager
• Shares regular fieldworker availability lists with the FHR manager, and stays in contact with out-of-mission fieldworkers to track their availability.
• Updates and maintains accurate and complete fieldworker information on FHR HRIS (e.g., Wedoo/HERO)
• Present the FHR information at the information day
• Available to travel to the field and/or operational centres/sections for short periods.
• Regularly updates his/her knowledge of the different operational projects, through existing platforms and tools
• Take on responsibilities of being Super-users of the HRIS as required, etc.
• Take on responsibilities to support the DA in transversal projects that the DA is taking on behalf of the department.

1.4 IMS & LHS Event coordination and support:

• Coordinate FHR & HR department planning and execution (e.g., Pholas)
• Keep strict records of ALL events scheduled, invoices and quotes.
• Collect and store minutes of ALL events
• Collect and store feedback from ALL events
• Liaison with other administrators

Competencies

• Strong administrative and coordination skills with a solid understanding of Field Human Resources, staff mobility, and HR procedures in an international or humanitarian context.
• High level of accuracy and attention to detail in managing HR information systems, documentation and reporting, with strict adherence to confidentiality.
• Excellent planning, organisational, and time-management skills, with the ability to manage multiple priorities and deadlines simultaneously.
• Clear and professional written and verbal communication skills, with the ability to engage effectively with diverse stakeholders.
• Adaptable, proactive, and solution-oriented, with the ability to work effectively in a fast-paced and multicultural environment

Requirements

• Minimum of 2-3 years of experience in Human Resources administration, preferably within an international NGO, humanitarian, or similarly complex organisational environment
• Minimum of 2 years’ hands-on experience in staff mobility administration, including visas, travel logistics, accommodation, insurance, and mission documentation. With a preference for experience supporting Field Human Resources (FHR) functions, including administration for International Mobile Staff (IMS).
• At least 1-2 years’ experience working with HR information Systems (HRIS), including data management, reporting and system maintenance.
  Minimum of 1 year’s experience coordinating HR-related events and engaging with multiple internal and external stakeholders.

Terms and conditions of employment:

• Location: Johannesburg Office
• Contract type: Permanent
• Salary according to MSF Southern Africa Grid
• Position level: 6
• 13th Cheque in November
• 10% addition pension contribution
• 100% Medical Aid contribution
• Transport allowance
• Cell phone allowance.

Apply HERE.

Only shortlisted candidates will be contacted.

MSF values diversity and is committed to creating an inclusive working environment. We welcome applications from all qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, colour, or ethnic and national origins, religion or belief, or sexual orientation.
Each individual applying for MSF roles does so out of conviction and is ready to uphold the values and principles of MSF.
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