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Human Resource Assistant

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.
  • 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.
  •  Additional HR/ Admin tasks delegated by the Project HR Manager

MSF Section/Context Specific Accountabilities

  •  Update payroll calculations and personal files in order to ensure accuracy & compliance for on time payments.
  •  Assist the project HR manager in the statutory planning in order to ensure the coverage of daily needs, advances on salaries, payroll, etc.
  • Management of the Homere database leave plan and roaster planning and ensure compliance,
  • Induction and on-boarding of new staff (e.g. HR policies, communication and employment registration).         
  • Record keeping and maintenance of personnel files and organizational charts (including updated job descriptions, monthly staff attendance, and monthly updated organogram).
  • Support in staff recruitment upon request.
  • Archiving of staff files in one drive on a weekly basis
  • Support in disciplinaries
  • Follow up on accommodation for staff in the MSF compound
  • Back up for other desk interchangeably when in charge is not present.
  • Support in scheduling travel and lodging for staff and referrals.
  • Support to HR manager in the control, requisition and inventory of stationary, airtime, etc.
  • Management and follow up on medical cover for the staff renewal, updates & cards follow up.

Requirements
Education: 

  • Essential finance, business, administration, or HR related diploma.
  • Desirable BA degree in finance, business, administration, or HR

Experience: 

  • Essential previous working experience of at least 2 years in HR and Admin related jobs.
  • Essential at least 1 year of experience managing payroll, labour relations and local HR legal compliances.
  • Desirable experience in MSF or other NGOs in developing countries.

Languages

  • Fluency in English and Kiswahili language are mandatory for this profile Working knowledge of Somali language is desirable

Knowledge

  • Essential computer literacy (Microsoft Office and Internet)

Competencies

  • Results and Quality Orientation
  • Teamwork and Cooperation
  • Behavioural Flexibility
  • Commitment to MSF Principles
  • Service oriented
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Deadline for submission of applications 29th August 2023.

Midwife Supervisor 

Main Purpose

  • Supervising the clinical activities and guaranteeing the quality of Midwifery & Nursing Care in ANC, PNC, FP clinics & NBU, according to MSF protocols, values and implements universal hygiene standards in order to provide a high-quality Mother and Child Health (MCH) care to the population.

Accountabilities

  •  Supervising, supporting and evaluating the team under his/her responsibility particularly midwives, midwife assistants and other related staff in her team such as cleaners. Planning and organizing their work (areas, days, absences, vis-its, holidays, etc) and coaching them in their work with special focus in following all appropriate protocols and procedures
  •  Ensuring teamwork and a professional relationship between maternity and other departments.
  •  Supervising the clinical activities in all the maternity departments and activities such as ante-natal consultations, deliv-ery and after delivery follow up, post-natal consultations, family planning consultations, new-born vaccinations and li-aising with the Medical Doctor about the patients who need special care times, visiting hours, etc.
  •  Ensuring that the staff on duty knows, implements and always follows the universal hygiene standards/ precautions, bio-hazard prevention and infection control in the medical premises ensuring high standards of hygiene in the working environment
  •  Ensuring that all staff using medical devices are qualified and trained, cleaning and minor maintenance tasks are per-formed according to the protocols, reporting any malfunction to the project biomedical service.
  •  Being responsible for the department-related pharmacy activities (stock and consumption monitoring) as well as maintenance of the medical equipment
  •  Being responsible for ensuring that all the administrative procedures, patients’ data and documents are filled in cor-rectly and registered for compiling monthly reports reflecting the activity in the department.
  •  In certain contexts, being responsible for ensuring that the maternity staff can identify, receive and provide care to the victims of the SGBV in collaboration with the Obs Gyne MD and following the protocols

MSF Section/Context Specific Accountabilities

  •  Supervise clinical activities and guarantee the quality of nursing care, in ANC, PNC, FP clinics (Hospital, HP4 & HP7) and NBU. Inform the responsible doctor & other team members about those patients who need special care.
  •  Ensure proper identification and linkage of mothers at risk to the High-Risk Clinics, correct execution of therapy prescriptions by nurse in charge and their completion of the patients’ files.
  •  Supervise correct completion of all ANC, PNC, FP registers. Oversee medication distribution and check all patient files after the medical round, and ensure quality and follow up of patients in ANC, PNC, FP & NBU (nursing care, asepsis of injections and wound care, observation of vital signs, body hygiene, nutrition etc ), quality and follow up of new-born (temperature, weight, breastfeeding new-born vaccination etc. Watch the involvement of auxiliary staff/ nurse aids for certain tasks (help for bladder catheterization, to put an IV line, inject oxytocin immediately after the baby’s birth etc)
  •  Ensure handing over at the end of each shift is done appropriately and nursing care and treatment plans are passed on clearly. (Physical hand over of inventories, patient to patient hand over and documentations are up to date).
  •  The custodian of all departmental medical and biomedical equipment, pharmacy keys including DDA, confidential files, data, unit cellphones, ultrasound machine, midwife laptop among others…
  •  Supports and gives hand in technical case management whenever there is need, informs the Head Nurse of emergency interventions and cases that needs urgent care.
  •  Facilitates for interdepartmental patient’s referral system like linkages to Mental health care, ante natal care, TB/HIV care, nutrition and EPI care, covid-19 care, NBU care.
  •  Participate in compilation of SRH reports in collaboration with the departments and data team and present them to the right channel. Also, participates in various platforms/forums to represents SRH-Department when need be and give feedback to the team.
  •  Support the supervision and management of maternity ward in the absence of the departmental supervisor.
  •  Supervise efficiently the departmental pharmacy management, weekly order is done according to schedule agreed by project pharmacy managers, follow-up of daily, weekly registration consumption books and reports. Good drug and medical equipment management at the NBU & ANC levels, the storage conditions, inventories, follow-up of expired drugs at the department level. Ensure resuscitation tray is easily accessible, it’s updated by immediately replaced any drugs/item used, removing any short expiry drug(s) and it’s also well organized and net.
  •  Ensure the department has the required biomedical equipment’s to enhance the functions of the nursing care. Ensure the daily maintenance, cleaning and storage of those materials.
  •  In coordination with the Head Nurse, ensure the daily management of human resources, monthly rosters are done on time and summited to the Head Nurse by 18th of every month, holiday is planned in advance, staffs are present on duty as per roster, any absentees on the schedule reported to the referent responsible.
  •  Plan the nurses, auxiliary nurses and nurse aid objectives in line with their job descriptions.
  •  Help to solve interpersonal conflicts arising among the maternity team. Ensure daily duty
  • allocation for all staff on duty for fair task distribution and it’s indicated in the whiteboard.
  •  Ensure all IPC principles are respected and adhered; 5 moment of hand wash are observed, labelling of all I.V lines by indicating date of insertion, proper waste segregation/disposal. Ensure your department is cleaned as scheduled.
  •  Ensure all the staff respects dressing code by putting on scrubs and face mask when on duty during this covid-19 pandemic era.
  •  Take role in health education and prepare monthly health massages/topics and implemented by the team based on morbidity trend and ensure right messages reach the beneficiaries
  •  Ensure all the implementation of the 8 pillars of safe motherhood by the team (Essential Obstetric care; Post Abortion care; Targeted postpartum care; Neonatal Care; PMTCT; Clean and safe delivery; Focused Antenatal care (FANC); Family Planning)
  •  Perform any other duty assigned by the direct supervisor.

Education:

  • Bachelor in Community Health Nursing or Bachelor of Science in Nursing and fully licensed by the regulatory body of Kenya (Essential)
  • Diploma in Midwifery (Desirable)

Experience:

  • Essential 3-4 years’ experience as Midwife/Maternal Child Health Nurse
  • Essential 1 year of experience in supervising midwifery/nursing department in full term or acting capacity.
  • Experience with MSF/other NGOs is an asset

Languages

  • Fluency in Swahili, English and Somali language are mandatory for this profile

Competencies: 

  • Results and Quality Orientation
  • Teamwork and Cooperation
  • Behavioural Flexibility
  • Commitment to MSF Principles
  • Stress Management

Deadline for submission of applications 26th August 2023.

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