LABOUR RELATIONS & PERSONNEL ADMINISTRATION OFFICER (BASED IN BARCELONA)

Labour Relations & Personnel Administration Officer

 (BASED IN BARCELONA)

Main Purpose

The purpose of the role is to ensure the effective execution of administrative and labour relations processes for all MSF OCBA personnel, including expatriates, headquarters staff, and decentralized offices, in order to maintain legal compliance and support operational efficiency.

Job overview

The Labour Relations & Personnel Administration Officer is responsible for managing the full employee lifecycle from hiring to offboarding across various MSF OCBA personnel categories. This includes contract management, payroll processing, legal documentation, and liaison with external authorities. The role supports compliance with labour laws and internal policies, contributes to audits and inspections, and provides guidance on HR administrative matters. Based in Barcelona, the position plays a key role in ensuring smooth HR operations in a complex, international environment.

Accountabilities

1. Contract Management

• Preparation and execution of employment contracts for various personnel categories (expatriates, NCR, HQ, decentralized offices, interns, etc.).
• Legal documentation handling including work permits, social security registration, and NIE acquisition for international staff.

2. Onboarding and Offboarding

• Coordination of hiring processes, including data entry in SAP and payroll systems.
• Finalization of employment including contract termination, calculation of settlements, and communication with relevant authorities (TGSS, SEPE).

3. Payroll Administration

• Monthly payroll processing for Spanish and NCR contracts, including salary changes, leave, and deductions.
• Bank file generation and distribution of payslips and accounting summaries.

4. Social Security and Tax Compliance

• Communication with TGSS and SEPE for contract changes, terminations, and relocations.
• Tax reporting and liquidation, including quarterly and annual filings (L111, L110, 190).

5. Cross-Operational Coordination

• Collaboration with other MSF Operational Centres and Partner Sections for contract management and assignment changes.

6. Legal and Regulatory Liaison

• Interaction with external bodies (INSS, TGSS, Extranjería, Hacienda) to resolve administrative issues.
• Preparation of documentation for labor inspections and audits.

7. Leave and Absence Management

• Processing requests for unpaid leave, sabbaticals, and other absences.
• Monitoring and reporting of sick leaves and temporary disabilities.

8. Benefits and Insurance Administration

• Handling maternity/paternity claims and other social security benefits.
• Managing private insurance reimbursements and ensuring policy coverage.

9. Advisory and Support Services

• Responding to staff inquiries regarding contracts, insurance, and HR policies.
• Providing guidance on labor relations and administrative procedures.

10. Data Management and Systems Use

• Maintaining accurate records in SAP and payroll systems.
• Generating reports and checklists for payroll and HR processes.

11. Compliance and Risk Management

• Ensuring legal compliance in all HR administrative processes.
• Reporting workplace accidents and managing related documentation.

ROLE’S SPECIFIC ELEMENTS

• Monthly payroll processing in SAP and other systems.
• Management of cross-administration with other Operational Centres and Partner Sections.
• Handling of special cases such as unpaid leave, secondments, and professional agreements.

SELECTION CRITERIA

• Education: Labour Relations, Human Resources, Employment Law or a related field, with knowledge of labour legislation, collective bargaining processes, employee relations and personnel administration.
• Minimum 3 years in HR administration in a medium-large international organization. Experience working in international organizations, NGOs or highly regulated environments.
• Labour and social law, payroll systems, SAP or ERP systems.
• Spanish and English required; French desirable.

CONDITIONS

• MSF-OCBA supports flexible ways of working, including teleworking and flexible schedules, while operating in a dynamic and demanding humanitarian environment.
• Position based in Barcelona (40% office – 60% teleworking).
• Duration of position: Permanent in full time.
• Salary: This is a HQ-2C position where the salary will be at € 34.324 annual/gross plus secondary benefits.
• Starting date: September

HOW TO APPLY

• To apply, please submit your CV and cover letter to:
• Closing date: August 23th, 2026, 23:59 CET (Central European Time).

INFORMATION ABOUT RECRUITMENT PROCESS STEPS

• After the application deadline, the recruitment process usually takes between 6 and 8 weeks.
• All candidates will be informed once the process is closed. Due to the high number of applications, individual feedback cannot usually be provided.
• If you have not heard from us, it means the process is still ongoing and additional candidates may be contacted.
• A reference check will be requested in the final stages of the process. Candidates will be required to provide references from former employers using professional or corporate email addresses (personal email accounts such as Gmail, Yahoo, etc. will not be accepted).

All applications will be treated with the strictest confidence. MSF provides a work environment that reflects the values of gender equality, teamwork, integrity and a healthy balance of work and life. MSF does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment and discrimination.