Deputy Director General – MSF WaCA Post based in Abidjan

Médecins Sans Frontières, an international medical humanitarian association founded in 1971, provides medical aid to populations whose lives are threatened: mainly in cases of armed conflict, but also epidemics, pandemics, natural disasters or exclusion from care.

MSF WACA (West and Central Africa) was created in 2019 and aims to bring a change in the dynamics of the MSF movement.

WACA is driven by a significant number of Doctors and humanitarians from Médecins Sans Frontières West and Central Africa who want to be heard, contribute and above all proactively take on the humanitarian mission of the organisation. WACA reflects a humanitarian identity, an aspiration for MSF, a truly inclusive movement of people who share the values of empathy for others. Its strength lies in the other MSF associations and its associative fibre is amplified by concrete operational objectives.

The post has the title of “Deputy Director General” who is responsible for the administration of waca’s transversal resources. The objective is to set up administrative services at WaCa HQ and in the Field up to the standard compliance required for an international organization.

Responsibilities

1, Strategic

· Number of FTE: max 40 in HQ (2023) with the objective of efficiency, Human size, and mobility.

· Cost ratio (without OPE direct support) < 7% total cost and with Ope HQ support max 10%.

2. Administration of resources

Objective: “Ensures the office administration is managed to provide a safe, pleasant and conducive working environment to all employees, satisfying all legal requirements.”

A team will be recruited/reorganized in this purpose to provide those services:

2.1 Contract & compliance (HQ, mobility staff & Field online support)

· Contract: FTE & Goods:

· Payroll, taxation, social insurance.

· Compliance of our HR & Admin systems with GDPR and Ivory Cost data privacy regulation

· Labor & fin compliance with Ivory cost, policies & internal regulation

2.2 Administration of HR (1^st phase: HQ & Mobility staff. In a second phase online technical support for field staff)

· Function & salary grid for HQ, job grading & compensation, organigram

· Duty rooster, leave, performance management, career support

· Induction training, Brief & debrief

2.3 Pool & Recruitment HR (1^st phase: HQ & Mobility staff. In a second phase online technical support for field staff)

· Opening post, JD, organigram

· Recruitment process

2.4 Team office management

· Organize meeting

· Resolves team problems requiring senior management intervention.

· Deals with complex disciplinary/grievance HR issues, providing HR expertise for decision making.

2.5 Office management/service

· Facility manager

o Office premise: rent, insurance, maintenance & safety (fire-prevention, disaster-prevention, rest-space etc.)

o Other utilities (apartment, car): Maintenance, tracking (car).

· Secretary

o Travel, hotel & transport (taxi, Flight ticket)

o Visa

o brief & debrief schedule

2.5 Legal frame with lawyer firm and ILU (International legal unit)

2.7 Fin

· Makes a personnel cost and FTE budget of MSF WaCa and monitor the variance.

· Elaborate office budget with General Director and Fin director.

2.8. Documenting service.

· Project doc, annual and external (donor) report: edit, translate, and ensure all those are formatted in a professional level.

· Ensure archiving system (electronic and paper) according the country law, donor requirement & audit.

3.Audit & Behavior.

· With the General Director, plan audit on compliance at field & HQ level

· With the General Director, ensure WaCa behavior framework is implemented.

Core competencies and experience

· Minimum 5-year experience in HR Management and Employee Relations

· Experience of Office (HQ) management and with modern administration model.

· Solid knowledge of labor law and HR related regulations

· Proactive approach to solve HR related issues

· Excellent project management skills

· Proven ability to work under tight deadlines, to manage multiple tasks and to achieve objectives

· Strong in empowering team members and stakeholders by delegating works appropriately

· Have willingness to be a strong leader as well as to be a player by taking hands-on work

· Strong communication and interpersonal skills based upon excellent skills in active listening, assertive communication, and negotiation.

· Fluency in French & English is essential.

· IT literacy linked to modern administration and good command of Microsoft Office are requiring