Finance/hr/admin Assistant

Doctors Without Borders/Médecins Sans Frontières (MSF) is an international medical humanitarian organization created by doctors and journalists in 1971. Today, MSF provides independent, impartial assistance in more than 60 countries to people whose survival is threatened by violence, neglect, or catastrophe, primarily due to armed conflict, epidemics, malnutrition, exclusion from health care, or natural disasters. MSF in Lebanon currently has 3 projects mainly on primary health care and mental health, in Saida, Tripoli and the Bekaa valley. -Scope of responsibility: In the Project, the HR/Admin/Fin Assistant directly supports the Admin/FIN/HR Officer/Manager and operates within the HR&FIN management framework.   HR/Admin/Fin Assistant ensures an appropriate quality of work within the HR/FIN Management cycle, he/she is in charge of administrative issues for international staff and national staff at Project. She/he can replace the Admin/FIN/HR Officer/Manager when absent.   -Function responsibilities include:   Administrative and legal framework • Applies MSF policies and procedures; Makes sure working conditions are in conformity with legal requirements. • Prepares contracts in conformity with legal requirements • Assures appropriate quality and up-to-date personal files at all time. • Prepares registration of employees to Social security & Tax office and related payments. • Assures data quality of all employees in Homere and is point of contact for information of staff with Homere. • Prepares certificates and other HR documents when needed • Assures salary administration and final emission of payment slips with Homere. • Assist in the supervision of all movements of personnel from/to mission/project/home and all related formalities (briefing, visa, accommodation, trial period, extension of mission, early return, etc.)   Human Resources Management (HRM) & Recruitment • Participates in the recruitment process, ensures correct and complete related administration. • Communicates to and briefs new employees on HR policies and regulations. • Assists Admin/FinHR officer/manager in following-up disciplinary measures. • Registers applicants to training and follows-up with Admin/FinHR officer/manager. • Participates in the organization of social events for the staff. • Prepares all correspondence with local authorities (i.e. tax offices, ministry of labour) • Assures documentation supporting qualitative end of contract process respecting legal requirements.   General finance duties • Ensure confidentiality on all cash / finance issues related to MSF • Know perfectly, respect, and ensure strict compliance at any time with MSF standards • Cash security rules - related to petty cash management (cash holding limits for petty cash, cash movement, currency exchange, advances)   Cash safety and availability, and daily cash management • Responsible for cash kept in petty cash boxes, ensure they are safely and properly managed • Monitor cash available, anticipate needs for the day (payments, advances) • Maintain an updated cashbook for each petty cash box, record immediately every single transaction IN/OUT of the cashbox in the cashbook, ensure the cashbooks balance reflect at any time the actual amount of cash kept in the cash boxes. • Payments of suppliers in a strict but swift manner, in accordance with the MSF purchasing and payment procedures for the mission • Ensure close and proper follow-up of all cash advances (extra-accounting), ensure issuance and settlement comply strictly with procedure • Ensure strict compliance with cash control procedures for each cash cashbox / currency: daily cash count, weekly cash inventory including reconciliation with SAGA together with manager, complete cash inventory performed and signed on last day of the month • Payment of salaries, incentives and per diems (when paid in cash) • Payment and close follow-up of utility bills and other recurrent expenses, maintain basic tables (contract follow-up, rents and insurances, subscriptions, service contracts, etc) • Responsible for quality of vouchers: ensure they are in strict compliance with MSF standards and Finance guideline, • Personally responsible for quality and accuracy of data-entry in SAGA for all balzacs managed: ensure encoding is done every day, consistency with receipts, accurate use of chart of accounts, respect of standard encoding guidelines for descriptions, etc   Reporting • Immediately inform Admin/FinHR officer/manager of any problem or issue arising in the course of the work • Transmits to Admin/FinHR officer/manager all relevant information on essential set-up, court cases and statistics. • Ensures regular reporting on HR/Fin situations and prepares statistics.