FINANCE & HUMAN RESOURCES ASSISTANT

Main purpose of the Position

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 strict control over monetary resources.

Accountabilities

• Execute administrative and legal related tasks, under supervision of the Personnel Administrator Manager (PAM)/HR-FINCO, checking payroll calculations and updating personal files in order to ensure accuracy, compliance and on time payments.
• Implement cash management procedures 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 to meet the 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 and or the Accounting Manager (ACMA).
• 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 up on request.

MSF Section/Context-Specific Accountabilities

• Ensure that all international staff administrative files are kept up to date; guarantee their proper filing and the confidentiality of the employee’s personal data.
• Follow all administrative processes for both the local hired staff (LHS) and international mobile staff (IMS).
• Ensure that all LHS and IMS administrative files are kept up to date; guarantee their proper filing and the confidentiality of the employee’s personal data.
• Responsible for all visa and travel related document process for the staff; LHS, IMS and HQ and visitors. Preparing and submitting to the relevant authority.
• Prepare work permit document and process with the authority; HERQA, MOH, ACSO, MOLS and Immigration submit the application.
• Prepare identification cards, mission orders and other supporting document for the staff.
• Responsible for food or travel allowance preparation for both LHS, IMS and visitors
• Organize accommodation and provide mobile phones for all IMS and visitors.
• Responsible for practical arrangement of movement and the follow up, vehicles (airport pickup and dropoff), flight and hotel booking. Daily update of the movement follow-up and share with concerned team members including the field.
• Work in close collaboration with OCB admin transit team and the HQ travel unit in Abidjan and maintain their support.
• Ensuring contact with external partners to stay informed on policies and procedures related to movements, entry/work regulations (ACSO, immigration, airline companies etc…)
• Prepare briefing and debriefing schedule for all new arrivals and EoM. Do Orientation for new staff in the office.
• Prepare and share the welcome pack for all new arrivals.
• Supervision of the domestic staffs; preparing monthly roster, leave plan etc
• Place order for monthly hygiene/tea break, household items and office supplies based on the consumption and needs.
• Follow up on rental and all service agreements; the payments and ensure the contracts validity.
• Provide HR and Finance support to the field, including field visit.
• Contribute to monthly HR and finance Sitrep.
• Other task assigned by the supervisor or line manager.

Required Qualifications and Professional Experience

Education:

Essential: Bachelor’s degree in accounting and finance, Human Resources Management or & Business Administration.

Experience:

• Essential: At least 2 years work experience in the relevant or similar job (Finance & HR).
• Desirable: Experience working in MSF or other NGOs.

Other requirements:

• Essential: Mission language should be English, in addition to other local languages.
• Essential: Computer literacy (Word, Excel, Outlook, Teams Internet).
• Flexible to travel throughout Ethiopia without restrictions, able to be deployed on a short notice

Transversal Competencies :

• Commitment to MSF Principles, Behavioural Flexibility, Stress Management, Result and Quality Orientation, Teamwork and Cooperation