Assistant Administrator/human Resources And Finance

  Languages:   F/B/A - English                   F/B/A - French                R - National language                          A - Other dialects F – Fluent  |  B – Basic  |  R – Required  |  A – An asset Competencies:      Familiar with accounting basics and principles, very at ease with numbers, good logic, able to produce basic tables, good knowledge of Excel, able to understand and comply strictly with procedures. Personal qualities: Rigorous, detail-oriented, very well organized, strong sense of personal integrity, result-oriented committed to excellence Mature, open-mind person with good negotiation, problem solving and communication skills, ability to listen, diplomatic, service and solution oriented. Flexibility, ability to work in a multi-disciplinary and multi-cultural environment. Sense of discretion Scope of responsibilities HR perspective In a Project or in Capital, the HR & Administration Assistants directly support the Human Resources & Administration Officer or HR Manager and operate within the HR management (HRM) framework.   The responsible person assures an appropriate quality of work within the HRM cycle. The HR Assistant is in charge of administrative issues for international staff and national staff at Mission/Project level. She/he can replace the Human Resources & Administration Officer when absent. Responsibilities includes primarily:   Administrative and legal framework Assures a proper salary management with Homere. Keeps personal files up-to-date at all time. Ensures proper follow-up of HR administration related to NS in general and to international staff arrivals/departures and stay. Takes responsibility for all correspondance and filing of administrative documentation. Prepares certificates and other HR documents when needed Follows-up cost of living on a regular basis. Answers all questions on International Remuneration Package and other specific procedures for expatriates (Volunteer handbook). Supervises all movements of personnel from/to mission/project/home and all related formalities (briefing, visa, accommodation, trial period, extension of mission, early return, etc.)     Recruitment & Introduction of new staff Supports and provides assistance to a qualitative recruitment process. Applies MSFCH policies and management procedures and tools.   Human Resources Management (HRM) Participates to qualitative appraisal and development planning processes. Participates in the organization of training sessions and registration processes. Provides assistance in conflict management. Supports a proper and fair dismissal process. Scope of responsibilities in Finance                                                                                                                                                      This list of tasks and responsibilities can apply either to: -          the main accountant in capital -          an assistant in the field, who has cash / accounting / finance functions (possibly among other duties)   Responsible for a number of balzacs (petty cash only) considered as “field balzacs” (which can include one base and several sub-bases) Check validation and prepare request for payments by cheque / transfer, to be submitted to Finance manager Responsible for timeliness and quality of both : paper accounting (vouchers) and electronic accounting (data-entry in SAGA) according to MSF standards Responsible for performing all internal controls as per MSF guidelines and specific instructions received from the manager : daily encoding in SAGA, daily cash counts, weekly cash inventories and reconciliation with SAGA, end-of-month cash inventories Ensure all validation & control of receipts, and payments to suppliers, comply very strictly with MSF financial guideline, and the purchasing / validation / payment procedures for the mission