MSFSA HUMAN RESOURCE INTERNSHIP

About MSF
Doctors without Borders (MSF) Southern Africa is a global network of principled professionals who specialise in medical humanitarian work driven by our common humanity and guided by medical ethics. We work together in teams, small and lar.ge, to respond to the medical needs of people affected by conflict, disasters, epidemics, and those excluded from healthcare.

Doctors Without Borders team members are on the ground, working directly, every day. We bear witness and describe what is happening, to raise awareness about the experiences of the people we assist and the situations where we work. We alert the public to emerging crises, acute emergencies, and serious challenges, such as lack of access and exclusion from healthcare and to mobilise support for MSF’s work and social mission, provoking change. Today, MSF is present in more than 70 countries, where thousands of MSF doctors, nurses, logisticians, water and sanitation experts, and other medical and non-medical professionals work together to bring essential health services to people caught in humanitarian crises. MSF South Africa is in Johannesburg with an office in Cape Town too. MSF SA is governed by the MSF Southern Africa Association, which is made up of more than 300 members from seven countries in the region.

Role Purpose

The HR Intern role is a trainee HR administrative function that forms part of the DHR unit within the HR Team of MSF SnA. The role will work together with the HR Manager and HR Officer, providing HR administrative support in the whole employee life cycle and implementation of the annual DHR operational plans for MSF SnA.   

Role Deliverables

Key Performance Areas

Activities

Workforce Planning and Staffing: 

• Onboarding Schedule
• Draft offer letters, employment contracts for all new hires & contract changes/addendums for existing staff. Send to HR Officer to verify before sending to candidates.
• Opening new hard copy employee files as per the defined HR Checklist, following up on missing documentation.
• Confirm that all documents submitted have been verified by HR Officer.
• Create Bamboo profiles for all new staff & support staff on queries on the system. Ensure that Bamboo is kept updated with all new HR information.
• Sourcing accommodation & logistics for staff relocations.
• Update non-SA staff visa tracker and scan updated copies of visas and passports onto their files.
• Update organogram and staff board monthly and liaises with Comms for staff update on the MSF website.
• Exit Interviews with all interns.

Performance Management:

• Update the evaluations tracker and open a folder per department for all evaluations received. Flag non submissions or issues to the HR Manager for follow-up.
• Track staff due for probation evaluations a month in advance and flag to the HR Officer to follow up with the Manager/Supervisor.
• Track employee contracts ending a month in advance, flag with HR Officer to follow up.
• Assist HR Officer with conducting quality checks on all evaluations and calculations for notch increases due to employees.

Wellness Management:

• Support the Staff on EAP querie.
• Assist the HR Officer with all logistics for the Staff Wellness Day and all wellness events.
• Assist with all logistics for the monthly Staff Wellness talks.
• Support DHR in partnering with all units to ensure a healthy and harmonious work environment.

Benefits & Rewards Management

• Gather all paperwork and data required for payroll process and submit file to HR Officer latest on the 12th monthly.
• Check that all new staff are enrolled on all benefits and provide support by explaining benefits to all staff in the Section. Follow up with HR Officer for staff not enrolled.
• Update record of flight and school fees benefits.

Employment Relations (ER):

• Filing of all disciplinary sanctions and supporting documents in employee files.
• Arrange all logistics e.g. venue, IT for hearings etc.
• Advice staff on the grievance procedure to follow and support in resolving grievances.
• Together with HR Manager and HR Officer, follow up on HR issues from staff meetings as raised by WPF.
• Read through and be knowledgeable on all MSF SnA HR policies.

General HR Administration:

• Assist HR Officer with all DHR events by receiving briefs and liaise with service providers and arranging all logistics to ensure the events are facilitated successfully e.g. EE Committee Meetings and any other HR events/meetings.
• Prepare monthly HR report and send to HRM the latest 2nd monthly.
• Have a good team spirit and willingness to back up other DHR staff when needed.
• Assist the HR Officer with conducting staff surveys and nomination processes.
• Ensuring all HR filing is up to date e.g. Staff files, SLAs, Consultancy Contracts, Bursaries, etc.
• Any other duties as reasonably assigned by the HR Manager.

Role Requirements

Qualifications and Experience:

• A Degree or National Diploma in Human Resource Management, Industrial and Organisational Psychology or related field is required.
• No experience required.
• Knowledge of South African Labour Law (LRA, BCEA, Employment Equity, etc.).
• Knowledge of the employee life cycle and HR generalist activities.
• Languages: English (fluent, spoken/written) or any other language advantageous.
• Cross-cultural, understanding, and sensitivity.
• Ability to maintain strict confidentiality.
• Good Communication and flexibility.
• Strong customer service focus and excellent attention to detail.
• Willingness to learn.
• Proactivity and willingness to think outside the box and service-oriented.
• Professional and ethical.
• A good team player and able to work under pressure while keeping a level head.

Remuneration and resources:

• Resources needed such as working space, computer, internet, stationery, and other resources will be made available.
• Monthly Stipend: R 5000.
• 100% Medical aid contribution.
• Transport allowance.
• Cell Phone Allowance.

Commitment:

• Length of commitment: 1 year 

Closing date: 08 | November | 2024

Start date: Preferably January | 2025.

Please note that only shortlisted candidates will be contacted.

MSF 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, sexual orientation and all other diversity characteristics.

The protection of your data is important to MSF. By submitting your application, you consent to MSF using your personal 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. MSF will not use your personal data in any other way not foreseen for purposes of recruitment.