MSF ICO HR Administrator - 2 positions, Barcelona

Location: Any MSF office

Contract: Permanent at 100%

Deadline to apply: 7 September 2026

Starting date: ASAP

*By default, the successful candidate will be offered a contract in the MSF office of their country of residence at the time of application.

I. MSF INTERNATIONAL

Médecins Sans Frontières (MSF) is an international, independent, medical humanitarian organisation that delivers emergency aid to people affected by armed conflict, epidemics, healthcare exclusion and natural disasters. MSF offers assistance to people based only on need and irrespective of race, religion, gender or political affiliation.

MSF International is the legal entity that binds MSF’s 24 sections, 28 associations and other offices together. Registered in Switzerland, MSF International provides coordination, information and support to the MSF Movement, as well as implements international projects and initiatives as requested.

II. PLACE IN THE ORGANISATION

The MSF ICO HR Administrator (Hereafter: HR Admin) is administratively managed by the International Office and reports hierarchically and functionally to the ICO HR Team Leader.

III. OBJECTIVES OF THE POSITION

The HR Admin strives for excellent HR administration for NCR International Mobile Staff (Hereafter: employees) within the mandate of MSF ICO. The HR Admin performs end-to-end HR administration related to employment contract management and processing benefits programs with the highest quality and customer service attitude. The HR Admin is the front line of HR administrative support for employees, and they act as gatekeepers to ensure adherence to internal processes, HR policies, and legal compliance.

IV. MAIN RESPONSIBILITIES

General Inquiries

Acts as a contact person on HR administrative issues, including payroll, and provides HR administrative support with an understanding of salary and benefits policies and Swiss labour law

Provides support to employees on general inquiries about administrative processes, and technical casework

Informs HR Team Leader of recurring queries and actively prepares or updates the FAQs and Policies

Contract management

Monitors the complete registration of employees in the HRIS systems and files by gathering and checking all relevant information needed for the completion of a contract

Based on the Work Order issued by a managing section, develops an employment contract, and makes sure an employee’s agreement is obtained before an assignment starts

Works closely with the managing sections to ensure the details (end of contract date) are correct before issuing the End of Contract form and closing a contract

Terminates an employment contract with the information received by managing sections

Ensures the validity of Employment contracts throughout the employment period

Salary Process Support

Reviews and ensures that previous experiences of employees for salary grading are done properly using MSF’s compensation policy and standards

Support with the post-payroll process, which includes but is not limited to responding to employees’ inquiries and following up on unsuccessful salary payments.

Cross Admin

Carries out activities as required to support the workflow for all Cross Admin-related activities

Provides administrative information related to contract and salary to OCs as requested

HRIS and Data

Administrates and coordinates employment processes, e.g. collecting all relevant documents and accurately maintaining employee personnel files and personnel database

Regularly updates HR information systems (HRIS) (HR databases and Excel-based), the electronic filing systems, and other HRIS relevant to employees, ensuring information on all employees is accurate, complete, and processed confidentially in line with GDPR

Gives (technical) support to employees and other users regarding the Employee Self Service portal

Benefits Administration

Ensures timely registration and deregistration of international medical insurance

Advises employees regarding health insurance claims

Ensures timely registration and deregistration of Individual Retirement Saving Plans

Responds to employees’ inquiries regarding the Individual Retirement Saving Plans

General Administration

Ensures adherence to the internal Terms of Employment policies and participates in the continuous development of work processes

Seeks continuous improvements in HRIS, processes, and procedures to make them more effective, efficient, and always with a customer focus

Supports collating key HR information, providing regular and ad-hoc statistics for reporting

Takes responsibility for planning and prioritising workload, ensuring that tasks are completed within the agreed timescales, taking the initiative to adapt priorities as required by changing priorities

Compliance and GDPR

Advises the HR Team Leader regarding any potential risks and particular cases

Acts as the first point of escalation for compliance on all GPDR-related matters for data privacy and document management

Monitors and solves specific cases relating to contractual issues in Swiss labour law

Others

Works closely with overseas counterparts and the HR Admin team to ensure a smooth HR administration process; uses own initiative to troubleshoot and escalate any issues to HR Team Leader as necessary

Disseminates information and documentation received from the field, OCs relating to security, health, and situation reports appropriately

Works closely with and supports the other HR Admins to ensure a smooth and effective HR service provision to employees, continually sharing and developing knowledge and best practice as appropriate

Supports the training of new team members

Together with the broader ICO department, works towards a common project Minimum 1-year experience in MSF HR Admin. Experience as OC HR admin will be highly valuedKnowledge of MSF HR admin policies & processes, including IRP2Ability to work independently with minimal supervisionExcellent planning and organisational skillsKnowledge of Swiss employment law is an assetGood interpersonal and communication skillsPragmatic, rigorousEnglish essential. French desirableOnly shortlisted candidates will be contacted.At MSF, we are committed to an inclusive culture that encourages and supports the diverse voices of our employees. We welcome applications from individuals of all genders, ages, sexual orientations, nationalities, races, religions, beliefs, ability status, and all other diversity characteristics.MSF is committed to preventing abuse, inappropriate behaviour, lack of integrity and financial misconduct in its work and care spaces. MSF expects all staff to share this commitment and promote an environment where abuse and misconduct is not tolerated.We are committed to removing barriers for people with specific accessibility needs. If you need an adjustment to the recruitment process to be considered for the role, please let us know from the beginning of the selection process