HR/FIN Assistant (50% activity rate)

Introduction about MSF:

Médecins Sans Frontières (MSF) is an international, independent, medical humanitarian organization that delivers emergency aid to people in 70 countries who are affected by armed conflict, epidemics, natural disasters, and exclusion from healthcare. MSF offers assistance to people based on need, irrespective of race, religion, gender or political affiliation and our actions are guided by medical ethics and the principles of neutrality and impartiality.

We offer basic healthcare, perform surgery, fight epidemics, rehabilitate and run hospitals and clinics, carry out vaccination campaigns, operate nutrition centers, and provide mental healthcare. Our activities include the treatment of injuries and disease, maternal care and the provision of humanitarian aid. Where necessary, we set up sanitation systems, supply safe drinking water, and distribute relief to assist survival.

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.

• 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 to meet legal requirements and duties.

• Draw up monthly pay slips for all staff, editing and updating the necessary data, to ensure the punctuality and accuracy of staff payroll.

• Draw up the final pay slip and employment certificate at the end of a contract to meet legal requirements while defending MSF ’s interests.

• Follow up all expiring rental contract dates and inform the Administration Manager to leave enough time to arrange a renewal or look for some other alternative.

• Make all administrative information available to the staff (posting, meetings, etc.)

• Support the Administration Manager in translating documents into local language. Assists the Administration Manager in meetings upon request.

• Implement cash management procedures to ensure the highest control and security and ensure cash availability.

• Assist the Finance manager in the prevision of monthly treasury and planning to ensure the coverage of daily needs, advances on salaries, payroll, etc.

• Timely 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 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).

MSF 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)

• Prepare due payments (Cash/Cheques/Transfers). Follow up with the supplier on receiving and cashing them (Go-ing to suppliers if needed).

• 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 re-ceipts 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).

• Participate in the recruitment process by advertising position / screening CVs / arranging tests and interviews / references / offers and rejections.

• Check leaves submitted by staff and balances, and check monthly attendance of staff.

• Update contact list, organogram, and participate in the HR monthly report.

• Check and update of health insurances and NSSF for staff.