Finance Coordinator Assistant

Main Purpose

Assisting the Finance Coordinator in the implementation and follow-up of the finance activities of the mission, while executing the accountancy and payment related tasks for the capital and Projects according to MSF policies, standards and procedures in order to ensure documentary traceability as well as compliance with local labour and fiscal regulations

Accountabilities

• Supporting the Finance Coordinator with delegated tasks to ensure proper management in the mission (budget, accounting, treasury, reporting, donors, auditing procedures, legal financial obligations, etc.) including the translation of documents into local language and assisting in meetings upon request.and assisting in meetings upon request.
• Keeping updated on local laws and regulations and informing the FinCo of any changes or misalignment with the practices in place. Ensuring respect and strict compliance to MSF standards (chart of accounts, quality of documents, guidelines, expense validation procedures, cash security rules, etc.)
• Carrying out delegated accounting tasks and activities for the capital and Projects, ensuring confidentiality on all finance issues related to MSF as well as the strict control of all expenditures and the reliability of statements and documentation.
• Managing out advances, implementing cash management procedures to ensure the highest control and security.
• Processing the payment to suppliers (Cash/Cheques/Transfers) and keep strict on all documentation involved, informing the Finance Coordinator of any sort of disparity. Following up with the supplier on receiving and cashing them (Going to suppliers if needed).
• Processing payments, ensuring that receipts and supporting documents meet the necessary quality standards, as well as ensuring the coverage of daily needs, advances on salaries, etc.
• Filing and/or scanning hard copies of documents, entering information in the accounting software and performing monthly closing procedures for the journals under his/her responsibility
• Following up on rental/service contracts and insurances dates and informing the FinCo on time to organize payments and renewals.
• When requested, replacing other members of the Finance/Accounting Manager or Project Manger/Administration Assistants during their absence.
• Any other administrative task delegated by the Finance Coordinator.

Specific Accountabilities

• Controlling the daily cash and check management and ensuring that all receipts and documentation meet MSF requirements (procedures, deadlines, information, signatures ...). Tracking bills/vouchers, invoices and other running costs and analyzing the related information (costs, service contracts ...) in order to give reliable and updated information.
• Controlling 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).
• Ensuring 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.

Requirements

Education

• Essential: Finance, Business, or Administration related diploma.
• Desirable: Bachelor’s degree in business administration or Finance concentration.

Experience

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

Languages                            

• Essential: Fluency in English and Arabic/Local languages.
• Desirable: Knowledge of the French language.

Knowledge

• Essential: Advanced computer literacy
• Essential: Proficiency in using MS-office application (including but not limited to Word, Excel, PowerPoint, Outlook, …)

Competencies

• Results and Quality Orientation L2
•  Team work and Cooperation L2
•  Behavioural Flexibility L2
•  Commitment to MSF Principles L2
•  Stress Management L3