Finance/Human Resources Assistant at Medecins Sans Frontieres (MSF)

Main Purpose

Execute administrative tasks and do follow up of project accountancy, according to administration manager’s indications and MSF procedures, in order to ensure legal compliance and keep a strict control over monetary resources.

Accountabilities

• Execute administrative and legal related tasks, under supervision of the Administrator Manager, checking payroll calculations and updating personal files in order to ensure accuracy, compliance and on time payments.
• Implement cash management procedures in order to ensure the highest control and security, and ensure cash availability.
• Prepare employment contracts in conformity with legal requirements including specific amendments when necessary in order to ensure local labour and fiscal law compliance.
• Enter data into the HR database and personal files and keep them up-to-date in order to facilitate HR processes management.
• Update Social security Tax office employee files in order to meet legal requirements and duties.
• Draw up monthly pay slips for all staff, editing and updating the necessary data, in order to ensure the punctuality and accuracy of staff payroll.
• Draw up the final pay slip and employment certificate at the end of a contract in order to meet legal requirements while defending MSF ’s interests.
• Follow up all expiring rental contract dates and inform the Administration Manager in order to leave enough time to arrange a renewal or look for some other alternative.
• Assist the administration manager in the prevision of monthly treasury and planning in order to ensure the coverage of daily needs, advances on salaries, payroll, etc.
• Process the payment to suppliers and keep strict on all documentation involved, informing the administration manager of any sort of disparity.
• Carry out all accounting tasks and activities in order to ensure strict control of all expenditures and the reliability of statements and documentation.
• Make all administrative information available to the staff (posting, meetings, etc.)
• Classify and prepare all accounting pieces as requested by the Administration Manager.
• File the accounting documents and enter the accounting pieces in the accounting software, with the support from the Administration Manager and/or the Accounting Manager (ACMA).
• Support the Administration Manager in translating documents into local language. Assists the Administration Manager in meetings upon request.
• Ensure encoding in Unifield is done on a daily basis and updated as required.
• Prepare the weekly or monthly cash and bank reconciliation.
• Ensure all specimen of signatories for SKID and technical referent are up to date and/or changed if needed.
• Send requests to the Bank for the transfer of funds or transfer for payments after approval of SKID Finance Manager.
• Respect validation table and procurement procedure
• Make sure that all documents needed are in the staff file (contracts, job descriptions, ID documents, certificates, acceptance for local staff, disciplinary process, etc.), organize the files in a proper and clear way.
• Make sure that all needed documents from staff files are scanned and kept in a safe and proper place and properly organized.
• Organize the recruitment files (archiving) and ensure that the old ones are destroyed (more than 2 years old)

Requirements

Education

• Essential: Degree finance, business or administration related diploma. (Certified Public Accountants) preferable

Experience

• Essential: Previous working experience of at least two years in relevant jobs. (minimum 2 years)
• Desirable: Proven experience in MSF or other NGOs in developing countries.

Languages

• English Essential & Kiswahili desirable

Knowledge

• Essential: Computer literacy (word, excel, ERP)
• Desirable knowledge of UniField and Homere software

Competencies

• Results and quality orientation, teamwork and cooperation, flexibility, respect to MSF Principles & Stress Management

Duration : 12 Months (with 3 months’ probation period) renewable based on performance)

Deadline for application: 13th March 2022