MEDECINS SANS FRONTIERES/DOCTORS WITHOUT BORDERS UK

JOB DESCRIPTION

HR Information Officer

Application checklist

Please check you have included the following in your application email to :

CV:

Letter of motivation (LoM): 

Job Title: HR Information Officer

Department: HR Services

Hours:32 per week (Part time)

Reports to: HR Manager Services

Location: London

Duration: 9 Months

Salary Grade: 3.1

Salary: £28,002.85

DEPARTMENT

The HR department is responsible for attracting, selecting, developing and retaining high-quality medical and non-medical staff for MSF operations and the MSF UK & Ireland offices.

The department provides HRM support to both the MSF UK field staff and MSF UK and Ireland office staff. It is actively involved in the international MSF HRM forum to promote best practice in the management and support of field staff in general and to provide more equal opportunities for UK field workers in particular. The department plays a pivotal role in building up and maintaining relationships with the UK medical community and networking with medical institutions.

In addition the department is part of a larger ‘virtual HR department’ for Operational Centre Amsterdam (OCA) which comprises MSF UK and Ireland, MSF Germany and MSF Holland. Together the department works in partnership on all aspects of field related HRM.

HR SERVICES TEAM:

The HR Services team is the ‘engine room’ of the HR department and provides administrative support to include a highly variable and diverse list of activities forboth the Field HR and Office HR teams, as well as the wider office on HR related matters.

In 2017/18 MSF will be rolling out a new Global HR Database which will not have an inbuilt payroll functionality. A key part of this role will be to support the HR Manager Services in sourcing and implementing a payroll solution that will integrate with the new database.

JOB PURPOSE

A key element of this role is working closely with the outsourced payroll bureau to ensure the accurate and timely processing of the two monthly payrolls (approx.. 250 staff) prior to sign by the finance team. In addition the role holder will be responsible for administering a number of staff benefits schemes, liaising with providers and acting as a first point of contact for all staff compensation and benefit queries.

Responsibility for maintaining the HR Information System for office staff also sits within this role. This involves ensuring all starters, leavers and other contractual changes are processed in a timely manner, running reports and responding to staff queries.

The role holder will also play an important role in supporting the HR Manager (Services) with a number of key projects, including, but not limited to, the rolling-out the new pension provider for field staff, GDPR and preparing for the implementation of the new Global HR Database for MSF with a focus on sourcing a payroll solution.

MAIN DUTIES AND RESPONSIBILITIES:

  • Prepare and submitthe information for the twomonthly payrolls to the outsourced payroll bureau, ensuring all relevant changes have been captured
  • On receipt of the payroll reports from the provider, review the reports and ensure that all changes have been processed correctly prior to review and sign off by the Finance Team
  • Ensure the database for office staff is updated with all staff changes (the field database is currently maintained by the HR (Field) Administrators
  • Process and input data for office staff into the office staffdatabase for all starters, leavers and contractual changes in a timely manner, ensuring that all deadlines for the monthly pay runs and annual reporting are met
  • Responsible for administeringstaff benefits schemesincludingchildcare vouchers, pensions, cycle to work scheme liaising with service providers. This includes arranging meetings with staff and inputting information into databases, as appropriate
  • Maintain overview of all HR insurance policies in place acting as first point of contact for all queries
  • Training new line managers in the officeon their responsibilities in the HR office database and acting as a first point of contact for all line manager queries
  • Act as a first point for staff queries relating to payroll and benefits
  • Develop relationships with all stakeholders in the payroll process, both external and internal
  • Work closely with the HR Administrators and HR Officers to ensure the timely submission of data for the monthly payroll runs
  • Collate key HR information, providing regular and ad-hoc statistics and reports to relevant persons,accurately and within the agreed timeframes
  • Actively contribute to the revision of internal HR processes and the harmonisation of the HR administration processes across the movement; updating process documents as necessary
  • Support the HR Manager (Services) with sourcing and implementing a payroll solution that will work with the new Global HR Database, which does not have an in built payroll functionality
  • Actively contribute to the successful implementation of the new Global HR Database across MSF UK, supporting the HR Manager Services with the preparations for the roll out
  • Work as a full member of the MSF UK HR team, assisting with HR projects/ tasks, as required.
  • Support other team members by sharing knowledge of expertise, best practice and contributing to the training of new team members.

Please note that this list is indicative of the key responsibilities of this role but is by no means exhaustive. MSF is an emergency organisation and a ‘Can do’ attitude and flexibility to take on other related tasks is essential. This job description does not form part of the contract of employment.

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PERSON SPECIFICATION

Knowledge, skills and expertise

Essential:

  • Experience of preparing and reviewing complex payrolls with multiple monthly changes
  • Excellent Excel Skills
  • Experience with a range of IT applications, including MS Office and database management
  • Familiar with (UK) employment law
  • Excellent inter personal, networking and communication skills
  • Strong organisational and prioritising skills and the ability to handle a variety of tasks simultaneously (combining hands-on and managerial work)
  • Ability to work in a fast-paced, unpredictable and demanding environment with constantly shifting priorities
  • Flexible in terms of time as job requires occasional overtime as well as willingness and ability to do ensuing administration (self-servicing)
  • Experience dealing with complex issues related to, pay, terms and conditions
  • Fluency in written and spoken English
  • Commitment to aims and values to Médecins Sans Frontières

Desirable:

  • A IPPM Foundation Level or NVQ Level 3 in Payroll Administration(or equivalent level of professional knowledge and expertise) or working towards this
  • Experience of working with SAP

Candidates must hold an appropriate passport or permit to work in the UK

Please note:As we will be reviewing applications throughout the advertising period, interviews may take place before the advertised closing date.

Eligibility to work in the UK

Candidates must hold an appropriate passport or permit to work in the UK. Further information about eligibility to work in the UK can be found on our website here: to work in the UK

HOW TO APPLY

For further information about MSF UK, our application and recruitment process, as well as information on benefits and terms and conditions, please visit our website here:

Application checklist

Please check that you have included the following in your application:

  • an up-to-date CV
  • Letter of Motivation, which is a supporting statement demonstrating how you meet the key requirements of the role

Recruitment timetable:

  • Closing date for applications
  • Interviews: tbc
  • Preferred start date: asap

ADDITIONAL INFORMATION

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