Finance HR Assistant

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.

Our project focuses on providing medical and mental health care to Migrant Workers in the country.

Responsibilities:

To 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; and to support the Project HR Manager following MSF standards and procedures, in order to ensure legal compliance and to realize the HR capacity required to achieve project objectives. 

Accountabilities:

HR / Admin

• 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 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.
• 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.
• 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.

Finance

• 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.
• 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 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).
• 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.

Qualifications:

Education: 

• Desirable finance, HR, business or administration related diploma.

Experience: 

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

Knowledge:

• Essential computer literacy (Word, Excel, internet)

Flexibility in working on weekends is needed.

Competencies:

- MSF aim to respect patient’s right and dignity, according to MSF protocols and values – Adherence to MSF values is mandatory, Interest and / or experience in patient centered management is an asset

- Team spirit and collaboration: MSF aim to provide medical and mental health care in a multi-disciplinary approach – availability to work with other medical, paramedical and psycho-social components

- Open mindedness and flexibility – availability to work/collaborate with people from various background, origin, religion, etc

- People Management and Development, commitment to MSF Principles, behavioral flexibility, results and quality orientation, teamwork and cooperation