HR/FIN Assistant

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.

MSF Section/Context Specific Accountabilities

• Support the HR Manager in preparing all HR-related reports for the project (e.g., monthly HR report, IMT, quarterly presentations), and ensure accurate and timely encoding of HR data (e.g., leaves, trainings, contracts, amendments, overtime) in both soft and hard copy formats and assist in preparing monthly payroll and staff settlements, ensuring all related data is accurate and complete.
• Support the HR Manager with the recruitment process, including job postings, pre-screenings, test and interview scheduling, administering written tests, conducting interviews (L1–L5 as needed), sending rejection letters, and reference checks. Manage onboarding of new national staff by preparing briefing schedules, introducing them to the team, coordinating logistics and IT for equipment and office setup, and handling their enrollment in NSSF, insurance, and MSF ID cards.
• Provide day-to-day administrative support such as preparing work certificates, drafting lease contracts, handling personal documentation, ensuring payslip signature collection, and maintaining organized filing systems and monitor administrative stock and prepare monthly internal requests for office supplies (stationery, hygiene items, etc.).
• Maintain and update HR trackers (consultants, daily workers, leave, trainings, detachments, lease contracts). Manage staff insurance updates, including additions and removals of employees and their family members.
• Manage daily cash and check handling, ensuring all transactions and documentation (receipts, vouchers, signatures) comply with MSF standards. Monitor petty cash boxes by recording all in/out transactions, reconciling balances, and investigating discrepancies. Enforce strict adherence to cash control procedures (daily controls, weekly inventories, reconciliations). Tracking bills/vouchers, invoices and other running costs and analyzing the related information (costs, service contracts ...) in order to give reliable and updated information.
• Responsible for monthly bank reconciliations and preparing due payments (Cash/Cheques/Transfers). Follow up with the supplier on receiving and cashing them (Going to suppliers if needed).
• Being responsible for the encoding of all accounting transactions in the accounting software including checking the quality of the accounting allocations (correct encoding of salaries, following up and matching of internal transfers and advances, checking invoices and their allocations). Support monthly and yearly financial closings in collaboration with Coordination and under the supervision of the Finance Manager.
• Perform all accounting tasks to ensure accurate tracking of expenditures and reliability of financial statements. Prepare monthly accounts reports in line with MSF procedures by verifying entries and supporting documentation.
• Assist the Finance Manager with monthly treasury forecasts and financial planning to cover operational needs, salary advances, and payroll ; Filing and archiving of all accounting documents and annexes, including scanning and audit preparation and provide reliable and up-to-date financial information to the Finance Manager for decision-making.
• Closely follow up on referral bills, ensuring adherence to SOPs, validating documentation, and flagging discrepancies, communicate with hospitals, suppliers, and patients regarding payments and prepare monthly Tax reports under the supervision of the Finance Manager.

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

Languages                      

• Proficiency in Arabic  and intermediate in English

Knowledge

• Essential computer literacy (word, excel, internet)
• Desirable familiar with the MSF system HR and FIN (Homere and WeFin)

Competencies

• Results
• Teamwork
• Flexibility
• Commitment
• Stress Management