Human Resources Shared Services (HRSS) Assistant

Doctors Without Borders/Médecins Sans Frontières (MSF) provides emergency medical humanitarian care to people affected by conflict, epidemics, disasters, or exclusion from healthcare. We provide assistance based on need, regardless of ethnicity, gender, religion or political affiliation. We also speak out about the suffering we witness while carrying out our work.

Applications will be accepted until 09:00am EDT on Wednesday, 15 July 2026

At the core of Doctors Without Borders/Médecins Sans Frontières (MSF) Canada’s identity is a commitment to medical ethics, independence, neutrality, and impartiality. We go where people’s medical needs are greatest. These ideals have driven every aspect of our work – from medical care and logistical coordination, to finance and communications – since MSF was established in 1971.

The HRSS Assistant contributes to the reliability and efficiency of HR Shared Services by ensuring that high-volume administrative transactions are completed accurately and on time. The role supports the integrity of employee data and documentation, while providing timely frontline support to employees across Canada and assisting the HR teams with transactional activities. Through consistent and detail-oriented execution, the position helps maintain dependable HR service delivery across the organization.

MSF Canada is looking for someone who will be responsible for the following:

• Employee lifecycle administration: In line with established HR standards and procedures, prepare and issue employment contracts, amendments, and related documentation, ensuring accuracy, timeliness and completion of the contracting process

• HR Systems & employee data management: Maintain accurate, complete and up-to-date employee data in HR information systems (e.g. Dayforce), ensuring data integrity and confidentiality

• Frontline HR Support: Respond to employee and manager inquiries through AskHR and other channels with professionalism, clarity, and a service-oriented approach in oral and written English and French for employees across Canada.

• Payroll, benefits & administrative coordination support: Support HRA with payroll processing by ensuring employee data and changes are accurately recorded in payroll tool

• People data and reporting: Assist with maintaining basic HR data tracking and supporting reporting needs

• HR Process support & continuous Improvement: Follow established HR procedures, templates, and standard operating processes (SOPs), ensuring consistent, timely and compliant execution of HR activities, and maintaining related tools and documentation

The successful candidate will bring to MSF Canada:

• Post-secondary education in Human Resources, Business Administration, or a related field, or equivalent relevant experience

• Fluency in spoken and written English and French required to ensure communication with employees across the organization

• Demonstrated experience in an administrative or office support role, or equivalent transferable experience

• Demonstrated experience communicating effectively in English and French, both verbally and in writing, with the ability to provide frontline HR support to employees through multiple channels (email, Teams, phone and in person).

• Experience managing high-volume administrative tasks requiring strong attention to detail and accuracy in line with established processes

• Experience handling confidential information with discretion and professionalism

• Practical experience using Microsoft Office 365 tools (e.g. SharePoint, Excel) to track and manage information

• Proven ability to learn and adapt to new systems or applications

• Proven ability to adapt to changing priorities and support a range of administrative tasks in a dynamic environment

Working Conditions

• Hybrid model: a minimum 40% presence in an MSF Canada office per week.

• Regular hours Monday to Friday (9 a.m.–5 p.m., core hours 10 a.m.–3 p.m.); occasional evenings or weekends.

• Open-concept office environment with modern workspace.

Benefits

• Comprehensive group insurance (health, dental, life, AD&D, prescriptions, etc.)

• 5% RRSP contribution (no matching required)

• 4 weeks’ vacation annually

• Health Spending Accounts

• Flexible work hours

• Annual Professional Development budget

• Employee & Family Assistance Program (EFAP)

• Access to internal Psychosocial Care Unit Services

Candidates must be legally authorized to work in Canada; MSF Canada is not able to support or relocate candidates from outside Canada.

Vacancy notice

This posting is for a an existing position and is not intended to create an ongoing candidate pool for future openings. Qualified applications will be individually assessed for this role only.

AI disclosure statement

We do not use artificial intelligence (AI) to automatically screen or select candidates for interview. AI may be used in the hiring process to assist our recruitment team by:

· Summarizing recruiter or hiring manager notes, and

· Conducting limited keyword searches for specific job‑related criteria.

However, every application is reviewed by a qualified human to assess transferable or similar experience, regardless of any AI‑assisted preliminaries.

Accessibility

Any questions or concerns regarding accommodation and accessibility may be addressed to Human Resources.

Safeguarding

MSF is committed to preventing abuse, inappropriate behavior, 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.