Project HR Assistant

Reporting to: PROJECT Finance / HR Manager

Médecins Sans Frontières (MSF) is an international, independent, medical humanitarian organisation that delivers emergency aid to people affected by armed conflict, epidemics, natural disasters and exclusion from healthcare. MSF offers assistance to people based on need, irrespective of race, religion, gender or political affiliation. MSF is therefore guided by the principles of neutrality and impartiality. These principles must apply to all MSF staff.

Main Purpose

Execute administrative, HR and legal related tasks to support the Project HR Manager following MSF standards and procedures, in order to ensure legal compliance and to realize the HR capacity required to achieve project objectives

Accountabilities

• Under supervision of the Project HR Manager managing personal files in order to ensure accuracy, compliance and on time payments.
• Updating the HR database and personal files to facilitate HR processes management.
• Updating Social security & Tax office files in order to meet legal requirements including specific amendments when necessary in order to ensure local labour and fiscal law compliance
• Preparing employment contracts in conformity with legal requirements including specific amendments when necessary in order to ensure local labour and fiscal law compliance.
• Preparing monthly pay slips for all staff, editing and updating the necessary data, in order to ensure the punctuality and accuracy of staff payroll.
• Draw up the final pay slip and employment certificate at the end of a contract in order to meet legal requirements while defending MSF's interests.
• Following up of all expiring rental contract dates and inform the Administration Manager in order to leave enough time to arrange a renewal or look for some other alternative
• Making all administrative information available to the staff (posting, meetings, etc.), supporting the Project HR Manager in translating documents into local language and assisting in meetings upon request.
• Follow up all employement contracts to inform on time the relevant line managers and the project Fin HR manager to see the needs for renewal, termination, compile additional documents, updating essential information.
• Administer employee health insurance, including membership enrollment and processing medical claims.
• Assist employees in preparing neessary documents for bank loan applications.
• Oversee and monitor stock inventory within the Admin department, including office stationary, hygien products, coffee break supplies, as well as household and kitchen ineventory in the MSF MSF Guesthouse.
• Supervise cooks and cleaners, managing their schedules, daily tasks, and conducting performance appraisals. Ensure MSF Guesthouse is well-maintained.
• Manage Accommodation booking for MSF staff and visitors to the project, ensuring timely communication with the service providers regarding necessary information and updates.
• Cocntribute to monthly HR reports and drafting administrative situation reports.
• Manage all daily workers pool. Ensuring accurate information, availability as per MSF guidelines and proper rotations.
• Organize personnel hard copy documents, maintaining a systematic filing system for easy retrival and comprehensive record-keeping, both physically and electronically.
• Collaborate with project Fin HR manager and/or PAM to seek guidance, support, and ensure alignment with organizational HR and Admin objectives.
• Assist the project Fin HR manager during recruitment activities when needed.
• Ensures the administrative support of onboarding newly recruited staff and for trainings organized.
• Assume the responsiblities of the Finance Assistant as required or in their absence.
• Additional HR/ Admin tasks delegated by the Project HR Manager.

MSF has been working intermittently in Tanzania since 1993, supporting MOH in a variety of areas, notably the provision of primary and secondary health care and the response to epidemics such as cholera, malaria, and HIV/AIDS. MSF's latest intervention in the country started in May 2015 with an emergency response to a cholera outbreak affecting both the refugee and the host populations in Kigoma region. During the emergency phase MSF expanded medical and water/sanitation activities to all three refugee camps in the region.

Liwale project officially launched in December 2022, Liwale project is an integrated project supporting MoH in Community based, Primary and Secondary health care for mother and child under 5. MSF is currently supporting 7 health facilities including 4 secondary health care facilities (1 district hospital, 3 health centres) where CEmONC are offered and 3 primary health care where BEmONC are offered. This support includes facilitation for recruitment of 102 health care workers including 50 community health care workers, medical supply, empowerment of team (trainings, team management, quality of care improvement), referrals, Watsan activities and rehabilitations.

Minimum Requirements

Education

• Desirable finance, business or administration related diploma.

Experience

• Essential previous working experience of at least two years in relevant jobs.
• Desirable experience in MSF or other NGOs in developing countries.

Knowledge

• Essential Good computer literacy (word, excel and internet)

Languages

• Fluency in English and Kiswahili language essential.

Competencies

• Results and Quality Orientation L2
• Team work and Cooperation L2
• Behavioural Flexibility L2
• Commitment to MSF Principles L2
• Stress Management L3

Women, people living with a disability or any person feeling like being part of a minority is encouraged to apply. MSF is dedicated to fostering a safe work environment with zero tolerance for any form of abuse.

Application Details

All interested candidates shall submit their motivation letter, CV and copy of relevant professional certificates not later than Monday, June 9th 2025 at 4:00 PM. Please quote the job title on the email subject “PROJECT HR ASSISTANT”.

Please send your application to the email address MSFCH-Tanzania-Recruitment@geneva.msf.org. The applications can also be submitted at MSF offices situated at Uporoto Street, Plot No.74, House No.22, Ursino Estate, Victoria, Dar es salaam, or in Nduta Refugees Camp, Kibondo District or MSF Guest House Kibondo or at MSF office situated in Liwale, Lindi.

The protection of your personal data is important to MSF. By submitting your application, you consent to MSF using your data only for the recruitment process to have all the information and documents necessary to proceed with the recruitment, validation of your application and selection of the most suitable candidate. Your data will be treated confidentially. Only people part of the recruitment process have access to your data. MSF does not sell your data under any circumstances.

If you have any questions or requests, you can contact msfch-tanzania-hrmanager@geneva.msf.org

At MSF, we are committed to an inclusive culture that encourages and supports the diverse voices of our staff members. We strive to create workplaces where teams of people with diverse backgrounds, characteristics, perspectives, ideas, and experiences work together for the social mission of MSF to create better outcomes for the patients and the communities we work with. We welcome applications from individuals of all genders, ages, sexual orientations, ethnicities, background, religions, beliefs, ability status, and all other diversity characteristics.

MSF does not tolerate sexual exploitation and abuse, any kind of discrimination or harassment, including sexual harassment. All selected candidates will, therefore, undergo reference checks.

Please note that applying to MSF is free of charge, MSF does not charge applicants to consider their application.

ONLY SHORT-LISTED CANDIDATES WILL BE CONTACTED