Finance Assistant - South

Main Purpose

Execute administrative and finance related tasks and follow up of project accountancy to support the Project Finance Manager following  MSF standard and procedures, in order to ensure legal compliance and keep a strict control over monetary resources to achieve project objectives

Accountabilities

Implementing cash management procedures in order to ensure the highest control and security,  assisting the Project Fin Manager in the prevision of monthly treasury and planning in order to en-sure the coverage of daily needs, advances on salaries, payroll, etc. 

• Processing the payment to suppliers and keep strict on all documentation involved, informing the administration manager of any sort of disparity
• Carrying  out all accounting tasks and activities, classifying, preparing and filing of all accounting pieces in accounting software, in order to ensure strict control of all expenditures and the reliability of statements and documentation.
• Following up of 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.
• Making all administrative information available to the staff (posting, meetings, etc.), supporting  the Project Finance Manager in translating documents into local language and assisting in meetings upon request.
• Any other administrative task delegated by the Project Finance Manager.

MSF Section/Context Specific Accountabilities

• Prepare monthly VAT report and its supporting documents.

• Constantly checking statement of accounts and follow up suppliers’ payments.
• Prepare the payments for salaries, consultants, daily workers… on monthly basis.
• Assist the Finance Manager in the monthly closing process, adjusting accountant entries when necessary based on feedbacks of Finance Manager and Accounting Manager.
• Control the daily cash and check management and ensuring that all receipts and documentation meet MSF re-quirements (procedures, deadlines, information, signatures ...). Tracking bills/vouchers, invoices and other running costs and analyzing the related information (costs, service contracts ...) to give reliable and updated information.
• Control cash advances and cashbook movements for each petty cash box, recording all IN and OUT transactions, ensuring that cashbox balances always reflect the actual amount of money kept in the cashboxes and investigating any discrepancy. Ensuring strict compliance with cash control procedures for each cashbox / currency (daily cash control, weekly cash inventory and reconciliations)
• Timely process the payment to suppliers and keep strict on all documentation involved, informing the administration manager of any sort of disparity.
• Ensure monthly accounts report in accordance with MSF procedures, checking individual entries and preparing the necessary administrative documents (originals) as a basis for justification and explanation of payments and receipts made, and classifying and filing the accounting documents according to the guidelines.
• Be responsible for the encoding of all accounting transactions in the accounting software including checking the quality of the entries allocations (correct encoding of salaries, following up and matching of internal transfers and advances, checking invoices and their allocations).
• Implement cash management procedures in order to ensure the highest control and security, and ensure cash availability.
• Assist the Finance manager in the prevision of monthly treasury and planning in order to ensure the coverage of daily needs, advances on salaries, payroll, etc.
• Carry out all accounting tasks and activities in order to ensure strict control of all expenditures and the reliability of statements and documentation.
• Classify and prepare all accounting pieces as requested by the Administration Manager.
• Scan and 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).
• Cover for HR Assistant as needed.
• Other tasks as requested/assigned by HR/Finance Manager.

Requirements

Education

• Finance, business or administration related diploma.

Experience

• Essential previous working experience of at least two years in relevant jobs.
• Desirable experience in MSF or other NGOs in developing countries.

Languages                      

• English and Arabic essential

Knowledge

• Essential computer literacy (word, excel, internet)

Competencies

•  Results and Quality Orientation
•  Team work and Cooperation
•  Behavioural Flexibility
•  Commitment to MSF Principles
•  Stress Management