Human Resources Advisor

Duty Station: Dar es Salaam, Tanzania

Deadline: April 14, 2025

Languages: Fluent English and Swahili

Contract Type: Fixed Duration. Starting date: 01/05/2025.

MAIN RESPONSIBILITIES

The HR Advisor will be in charge of:

• Supervising and centralising the HR management of the mission
• Ensuring compliance with MdM procedures and policies, local legislation and MoUs with partners in the specialist area

WORKING RELATIONSHIPS

Hierarchical link: Administrative and Logistics Coordinator

Technical link (if any): None

Other: Work in close collaboration with the finance Advisor and the other Managers and coordinators in the mission

ROLES

1. Human Resources Management

• Participate to the HR budget construction and revision
• Manage the recruitment process (support in selection of candidates, participation in the interviews, induction, administrative briefing, trainings etc.).
• Prepare the induction plan for newly recruited staff and conduct their HR briefing
• Follow-up the probationary period along with the line managers
• Prepare the new work contract and the contract extensions of the employees
• Archive and monitor the HR individual files, contracts etc.
• Ensure an efficient filing system (physical and electronic files) of all administrative files at Mission level, granting strict confidentiality of employees’ personal files and other administrative private documents;
• Update the organizational chart and ensure its coherence with the MdM HR structure (Occupation and salary grids).
• Manage the follow-up of leaves / overtime compensation: ensure the attendance tracker is updated, prepares a monthly report on holidays / compensation and ensure the leaves follow up table is shared with the coordination team
• Manage the follow-up the attendance sheet and time sheet
• Prepare the monthly salaries database and statement
• Ensure the declaration and payment of the social charges to the relevant authorities in liaison with the Administrator
• Lead and conduct the evaluation of the food basket, inflation and salary market in Tanzania to be able to contribute the revision of the salary grid and employee’s benefits
• Participate in the follow-up of the annual individual review and on the collect of training needs
• Participate in the elaboration of the mission training plan in coordination with the line managers and Administrative and Logistics Coordinator
• Provide support in case of PSEA investigation leaded by the Administrative and Logistics Coordinator
• Lead and manage on the conflict management cases: participate to the disciplinary measures, ensure the right HR procedures are followed in accordance with the Tanzania Law. Manage the explanation letters meetings, debriefing and disciplinary measure meetings. Train and support the managers and coordinators in letters writings and keep the filling by ensuring the confidentiality is respected.
• Ensure that all HR practices are in conformity with the local labor legislations by collaborating closely with the mission’s lawyer and suggest changes to the Administrative and Logistics Coordinator in case of need
• Contribute to the development of the framework, procedures and tools. Suggest adjustments to processes and tools
• Provide technical supervision, capacity building, training and support for teams (MdM and/or partners) in the specialist area
• Conduct internal trainings and awareness sessions for the mission staff regarding the HR policies and health benefits
• Lead the process of Expats work permits and residency acquire in liaison with the lawyers

2. Legal Management

In close relationship with the Administrative and Logistics Coordinator and the General Coordinator:

• Be the link between MdM and the national and local authorities
• Support in the renewal of all administrative agreements, licenses, permits, authorisations and privileges granted to MdM by the various Authorities
• Monitor on legal requirements regarding employment (social security, income tax if any, work permits, residency, employment contracts etc.) in collaboration with lawyers
• Ensure that Tanzania HR rules and regulation are compliant with the legal requirements of the country

Remote work opportunities

3. Representation and Communication

• Ensure when needed and by delegation of the General Administrator or Administrative and Logistics Coordinator the representation of MdM in front of other NGOS, partners or authorities
• Contribute to the monthly Mission’s Situation Report compiled by the GenCo and to all other reports by providing relevant data

Main responsibilities and activities of the Human Resources Advisor can change according to the organization of the work and to the composition of the team.

Education and Experience

• Bachelor’s degree in Human Resources, or related field required
• A minimum of (4) four years of human resource management experience is mandatory
• Previous experience with non-governmental organizations or international organizations is an asset

Skills

Technical

• Grasp the HR framework
• Analyse and communicate/submit HR policies and practices
• Understand and interpret a legal framework and understand basic principles
• Organise the priorities of the relevant activities, adapt planning according to priorities and hazards
• Identify team dynamics, needs and expectations of various stakeholders, analyse their requests and propose solutions
• Share professional expertise
• Support teams, identify training needs, train
• Conduct professional interviews (recruitment, guidance, discipline, mediation, etc.)
• Draft professional documents, draft and format notes, documents and/or reports
• Identify, analyse and summarise important information to be reported and information in the relevant area

Soft

• Excellent interpersonal, negotiation, and conflict resolution skills
• Excellent organizational skills and attention to detail
• Ability to prioritize tasks and to delegate them when appropriate
• Ability to act with integrity, professionalism, and confidentiality

Languages

Excellent verbal and written communication skills in English and Swahili

IT

Proficient with Microsoft Office Pack, especially Excel and Outlook

Conditions of employment

Remote work opportunities

Gross Salary: 2,546,563 Tanzanian Shillings (per month)

Additional Benefits: Private Health insurance

Work Hours: 8

Only shortlisted candidate will be contacted.

How to Apply: Submit your application (Merged Cover Letter and Cv) to partnership-officer.tanzania@medecinsdumonde.net