Logistics Fin HR Manager (part time) – Rome project – NGO Jobs 2021

Job Title: Logistics Fin HR Manager (part time) – Rome project

Country: Italy
Organization: Médecins Sans Frontières
Closing date: 15 Dec 2021

In January 2021 a new project has been launched in Rome with the objective of increasing access to SRH (Sexual and Reproductive Health) services and care for women living in vulnerable and marginalized migrant communites, in squat buildings, informal settlements and deprived areas in collaboration with the local MoH branch (ASL).

Along with the SRH project, MSF in Rome will continue to implement the COVID-19 surveillance and vaccination campaign support started in September 2020 within the same area and target population.

The SRH component is integrated in a multidisciplinary collaboration within the MSF team (midwife, social worker, psychologist, intercultural mediators) and MoH health workers in identified family clinics (consultori familiari); outreach activities are carried out in the communities, squatted buildings and informal settlements.

Scope, reporting and accountability lines

Planning, coordinating, and monitoring all technical logistics, supply chain, HR/admin and finance related activities in the project according to MSF protocols, standards and policies, in order to optimize the mission’s response to the needs of the target population and ensure an optimal running of the project.

Main responsibilities

Logistics:

  • Supervising, planning and guaranteeing the quality of rehabilitation activities in the project and the first line ICT support, ensuring an update inventory of all the IT assets present in the project.
  • Ensuring and monitoring of the implementation of logistics activities in the field rehabilitation, transport of goods and staff, communications, water and sanitation, vehicles and engines, equipment/installation and infrastructures, communications, etc.) ensuring compliance of MSF standards, protocols and procedures, and reporting to the Project Coordinator or Logistics and Supply Coordinator on the development of the ongoing programs
  • Ensuring technical reference for all logistics/technical issue in the project
  • Provide regular reports on activities and logistical technical families
  • Ensure installation and maintenance of functional office space(s) and lodging facilities for staff in adequate living conditions

Supply:

  • Coordinating, in close collaboration with the Project Coordinator, the Medical referent in the project and the Logistics and Supply Coordinator, the supply chain processes and systems, keeping updated information on stocks (expiry dates, security level, pipeline and lead times) in order to ensure availability of all the medical and non-medical material and related services under optimal conditions.
  • Supervising administration related activities, in close relation with the Finance manager and in accordance with the MSF purchasing and payment procedures for the mission
  • Ensure implementation and follow up of the processes for local purchases, guaranteeing respect of the policy in place.
  • Monitoring and ensuring the efficient and smooth running of the following supply activities in the project: order processing, local purchase management, physical (warehousing) and administrative (management of movements) stock management, freight management, supply administration and implementation of standard supply procedures.

Finance:

  • Carrying out Finance related activities, in close relation with the Finance Manager, ensuring transparency on accountancy as well as coherent information on service supply chain processes
  • Ensuring the update of the expenses and fiscal documents based on the Fiscal Italian Law related to the payments done by the project.
  • Ensuring the update of the “File Preventivi” according to the budget lines
  • Follow up of the rent contract and utilities in coordination with the Finance Manager
  • Budget monitoring and related updates in close collaboration with PC and Finance manager

HR:

  • Planning, supervising and ensuring the implementation of, in close coordination with the HRCo and the HR manager in coordination, the associated processes (recruitment, training, briefing, induction, evaluation, development and communication) of the project staff in order to ensure both the sizing and the amount of knowledge required.
  • Advises on set-up and updates the project’s organizational chart.
  • Assists the PC, and/or team leaders and supervisors to draw up annual holiday planning and staff shifts in order to forecast HR needs and to ensure HR availability for the project activities.
  • Ensures that all data related to monthly salary calculation of the project national employees are correctly entered in leave management app (days off, unpaid leaves, sick leaves, etc.), in order to ensure on time and accurate salary payments.
  • Support the HR manager in coordination in archiving and updating individual employee files, informing them on their rights in order to ensure legal compliance.
  • Ensures and organizes briefing and debriefing at project level for all newly recruited staff.
  • In close collaboration with the PC and HrCo, implements all HR policies in force
  • If delegated, Is responsible of national staff recruitment for project profiles (not PMR/FC) according to MSF standards and policies.
  • Is responsible for all movements and/or accommodation of staff in the Project.
  • Is responsible for the recruitment, follow up and administrative management of ICM on call pool.

Profile and qualifications

Education

  • Essential: secondary education or technical skills in one or more of the following fields: ICT, supply management, Logistics, finance, management (business, HR) or administration.
  • Essential: valid driving license

Experience

  • Essential: 2-year previous experience in relevant and similar positions
  • Essential: experience in at least 2 areas of competence (HR/FIN/LOG/SUPPLY)
  • Desirable/asset: previous working experience in MSF or other NGOs
  • Desirable: knowledge of Italian Knowledge of Italian labor law and administrative procedures

Languages

  • Essential : Italian (C1)
  • Essential : English (B2)
  • Desirable : French (B1)

Knowledge

  • User level knowledge of MS
  • Computer literacy

Competencies

  • People Management and Development
  • Commitment to MSF Principles
  • Behavioural Flexibility
  • Results and Quality Orientation
  • Teamwork and Cooperation

Conditions

Contract: Fixed term contract (1 year), part time (20 hours/week). Level II of Italian CCNL of commerce.

Gross Annual Salary: 30,431 – 36,518 € (depending on MSF experience of the selected candidate and proportionated to part time).

Duty Station: Based in the MSF office in Rome, with possible travels in the Region.

Deadline for applications: 15/12/2021

Possible starting date: 20 January 2022

Only short-listed candidates will be contacted. Applicants not invited for interview within 4 weeks from the closure of the vacancy may consider their applications unsuccessful.

How to apply:

Apply using MSF Italy website.

Link: https://www.medicisenzafrontiere.it/lavora-con-noi/progetti-in-italia/job/logistics-fin-hr-manager-part-time-rome-project/