Médecins Sans Frontières, an international medical and humanitarian association, founded in 1971, provides medical assistance to communities faced with crises endangering their survival. These crises typically take the form of armed conflict and include epidemics, natural catastrophes and even exclusion from healthcare. The French section of MSF is present in some thirty countries worldwide.
MSF OCP is currently looking for a: Human Resources Officer- Tokyo Cell M/F
The operational unit located in Japan is under the Operations Director’s responsibility and part of the Operational Centre Paris (OCP). The portfolio comprises programs in the Philippines, Papua New Guinea, Pakistan, Bangladesh and Cambodia.
The regional position allows closer interactions with the fields of operations and interactions with MSF actors present in the region. Additionally, the cell participates in the regional monitoring for emergencies in coordination with the Emergency Cell located in Paris and regional partners.
The cell comprises seven people who cover a wide area of expertise (operational, medical, financial, HR, comms and logistics).
Under the cell manager’s hierarchical responsibility (CM) and the Head of Operations HR functional responsibility, you support the CM in managing and defining the missions’ human resources activities and requirements. You guarantee the consistency of the programs’ human resources component and the quality of the implementation.
As a member of the cell team:
- Being responsible for coordinating, defining and planning overall human resources and staffing activities for Tokyo cell countries
- Participate in establishing the program objectives of their cell’s countries and the development of each country’s HR strategy
- Involvement in cross-functional projects
- Define additional activities based on OCP strategic plan staffing pillar and priorities (L&D, diversity and inclusion, etc.)
Define a new organisational model with the ambition to redefine roles and responsibilities in collaboration with the SEEAP (regional initiative):
- Provide a mapping of roles and responsibilities to distribute between field, cell and SEEAP.
- Engage with the SEEAP, the cell and MSF France HR department on a new organisational model
- Identify changes to implement at the country level to accommodate the new setup
- Support the transition and redefine the HRO position based in Japan
Ensure compliance with the HR policies and procedures:
- Ensure the dissemination of and compliance with the policies and procedures in their area.
- Inform the cell of the programs’ HR issues, challenges and notify the managers of the risks.
- Oversee and implement the policies and procedures adopted by countries based on the HR technical and legal representatives’ expertise.
- Communicate with their counterparts in other Operational Centers to ensure effective collaboration when overseeing our HR cross-functional HR policies.
- Advice the Cell Manager and/or Country Representative/Head of mission with exceptions when the constraints linked to operational implementation make it a requirement and request arbitration if necessary.
- Build on existing knowledge regarding the exceptions determined by the Cell Manager.
- Maintenance of MyMSF page of Tokyo cell missions to ensure up to date documents are uploaded based on the “Informed consent” framework
Ensure the proper management of national human resources for the cell’s area:
- Advice and guide the various functional managers on policies, procedures and HR tools.
- Ensure control of the proper management of the payrollDevelop, identify learning needs and implement learning and development, training activities and other development opportunities for national staff.
- Ensure individual reviews are carried out and identify future talents and monitor the individual progress of supervisors and future national managers (training, promotions, secondments, expatriation) in collaboration with various HR units
- Ensure that national staff reports are carried out, analysed and saved in the dedicated tool.
- Administration of Oracle system for any related registration requirement for national staff (training, detachment, etc.)
Profile:
Five years of MSF field experience, including:
- Minimum of 2 years in a coordination position
- Exposure to highly political environments and humanitarian crises;
Proven ability of leadership and vision in program management.
Good management skills.
Knowledge of MSF France management tools is an asset.
Bachelor’s degree or a master’s degree in human resources management
Good knowledge of the Asia Pacific region is an asset.
Residing or having a working visa in Japan is an asset.
Strong interpersonal written and oral communications skills in English. French is an asset.
Ability to synthesise complex and sensitive material and communicate it effectively to others.
Flexibility to travel extensively and/or to serve in the field for several weeks at a time.
Contractual terms:
Employment period: 18 months.
Based in Tokyo.
Expected start: June 2021
Salary conditions:** JPY 6759600 per annum
Ensure the proper management of international human resources in the cell’s area:
- Define the desired profiles for the positions for which they are responsible in collaboration with the cell members.
- Contribute with the Head of Missions to the selection of international coordination teams.
- Ensure that briefings, debriefings and assessments of international staff are performed and that reports are saved in the dedicated tool.
- In collaboration with the assigned departure officer, to ensure the required travel arrangements for international staff
- Engagement with assigned departure officer(s) to ensure and maintain collaboration and address any potential issues and challenges (visas, costs, exceptions, etc.)
- Participate in the identification of needs and the implementation of training actions for international staff
- Lead within the cell in recruiting future managers in collaboration with coordination teams and share information with the respective pool manager(s).
- Lead within the cell in liaising with the pool management team in identifying international staff as per the agreed matching process
- Administration of Oracle system for all international staff matching and follow up (start of a mission, end of a mission, extensions, etc.) and liaise with Field HR Administrator on any contractual concerns or issues
Monitor and analyse their progress:
- Ensure that the required information is available for the effective management of their activity.
- Analyse country-specific HR issues for countries under their direction and report these to the CoRH.
- Supervise and coordinate, in their area, HR policy-related pilot initiatives in the field and monitor with a follow-up report.
- Ensure the HR reporting of their cell’s area.
- Participate in creating and updating the HR field budget.
Functional management and supervision of HR Coordinators: