Job Description

Vacancy Announcement

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.

Position: Human Resources Assistant

Location of Job: Patna

Duration: 12 months (renewable)

Start Date: 15th April 2024

Application-closing date: 18 March 2024

No. of Position: 1 (One)

We offer:

• Salary Gross (INR): 45890/- 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)

• 13th month salary benefit and accidental insurance cover for employee

• Contributions made for statutory benefit programs such as Provident Fund

• DWBI provides medical reimbursement for employees and their dependents as per DWBI’s health care policy

• A stimulating, professional environment in an international organization

PURPOSE OF POST:

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

FUNCTIONAL AND HIERARCHICAL LINES

Hierarchically & functionally accountable to Project HR Manager Functionally accountable to Learning and Development Manager 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 Personnel 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.

CONTEXT SPECIFIC ACCOUNTABILITIES:

Administration

• Prepare and maintain all rental/lease documents (contracts and payment sheets) in a timely manner.

• Set up and maintain a proper staff filing and documentation system (hard and soft copy).

• In charge of preparing the stationery and hygiene orders for DWBI office and apartments.

National Staff HR Management

• Prepares new contracts and ensure follow up of all (project) staff contracts’ expiration dates and informs line manager with anticipation.

• Ensures that individual employee files are in proper order and updated.

• Assist in recruitment and selection of national staff whenever requested by Project HR Manager.

• Plan all briefings and provide HR briefings for new staff and arrange relevant documents (ID card, dependent nominees, EPF declaration, bank a/c details etc.) for administration purposes.

• Send enrolment/claim forms to the Coordination office for further submission to EPFO on time.

• Prepare and update relevant overviews for EPF Enrollment, UAN, transfer / claim withdrawal to track as needed.

• Maintain all leave records (paper and Homère) and provide regular updates to managers in sending the leave planning on a monthly basis.

• Maintain all records of the evaluations or Performance Management Systems done at project level.

• Collect relevant information regarding the personal tax savings of employees for monthly deduction of Income tax and collect documentation for quarterly TDS returns.

• Responsible for making roster for the cleaners and the cook.

Learning & Development

• Assist Project HR Manager in organizing trainings and workshops in the project, with the support of the PDM.

• Is responsible to implement the training feedbacks with the support of Project HR Manager.

• Maintain the trainings and workshops record and report it to Project HR Manager/Personnel Development Manager on timely manner.

• Visit other OCA projects in order to facilitate trainings or workshops upon request of the Personnel Development Manager.

REQUIREMENTS

• Education: Essential: Graduation in any discipline.

Desirable: Diploma in Finance, business or administration

• Experience: Essential previous working experience of at least two years in relevant jobs. Experience in conducting Trainings and workshops. Experience in DWBI or similar organizations is desirable

• Languages: Mission language- English essential and local language desirable

• Knowledge: Essential computer literacy (word, excel, power point, internet)

Competencies:

• People Management

• Commitment

• Flexibility

• Results

• Team work & behavior

This job description may be amended in line with the activities or evolution of the organization. To apply for the above position:

Please clearly state which position you are applying for and send CV and letter of motivation (mandatory) to apply for this position (with phone number) no later than 18 March 2024 to patna-hrmanager@oca.msf.org

Due to high volume of applicants, only short-listed candidates will be contacted.

Note: DWBI values diversity and is committed to create 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. We do not use any external recruitment consultants.

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