PROJECT FIN/ HR MANAGER – Southwest Omo Zone

Main purpose of the Position

Planning, coordinating and implementing HR, Admin and Financial activities and policies in the project according to legal obligations and MSF protocols, standards and procedures in order to provide quality, reliable and transparent information to the organization on the use and allocation of resources in the project and to realize the HR capacity required to achieve project objectives.

Accountabilities

• In close coordination with the Project Coordinator (PC) and the HR Coordinator and Finance Coordinator, calculating, analysing and monitoring the project’s HR and Financial operational needs and the associated budget in order to efficiently ensure the required sizing and capabilities of the project and proper allocation of funds according to funding contracts. Proposing corrective actions when required.
• Planning, supervising and ensuring the implementation of, in close coordination with the HRCo, the associated processes (recruitment, training, briefing, induction, evaluation, potential detection, development and communication) of the project staff in order to ensure both the sizing and the amount of knowledge required. Supporting the project line managers in said processes in order to improve staff capabilities, their end results contribution to mission goals and to boost their active participation and MSF commitment.
• Advising on set-up and updating the project’s organizational chart and job descriptions and assisting the PC, and/or team leaders and supervisors to draw up annual holiday planning and staff shifts in order to forecast HR needs and to ensure HR availability for the project activities
• Ensuring hiring, amendments and contract termination formalities for employees at project level are according to local labour laws. Archiving and updating individual employee files, informing them on their rights and preparing all mandatory tax declarations, in order to ensure legal compliance. In close collaboration with the PC and HRCo, looking for the best options to avoid and/or solve possible labour conflicts in the project
• Supervising/performing payroll procedures, ensuring that all data related to monthly salary calculation of the project national employees are correctly entered in Homere (days off, unpaid leaves, sick leaves, overtime, salary advance, etc.), in order to ensure on time and accurate salary payments. Under supervision of the HRCo, ensuring the indexation process of the national staff salary grids are in order to ensure internal equity, cost-of-living adjustments and the correct application of employment conditions in the project sites
• In close collaboration with the PC and HRCo, implementing the administrative procedures of any Memorandum of Understanding (MoU) in force between local partners (e.g. Ministry of Health, etc.) and MSF.
• Implementing circuits and workflows (management of cash boxes, transfers, advances, purchase procedures, payment validations, follow up of regular payments, bank reconciliation) in order to anticipate expenses at project level and to optimize cash needs and its security.
• Implementing and supervising transactional procedures and systems in order to ensure transparent accounting practices and full documentary traceability (invoices, receipts, bank statements, etc.), following MSF guidelines and rules, and using the respective software in place. Ensuring and controlling the monthly and yearly accountancy closure and all HR, Administrative and Financial reporting of the Project (Homère and accounting software monthly closure, sitreps, etc.)
• Being responsible for all movements and/or accommodation of staff in the Project.

MSF Section/Context-Specific Accountabilities

The project Fin/HR Manager will be supporting the projects for :

Administration :

• In coordination with the Project Coordinator/EmCO, plan and organise the regular working meetings and feedback, in order to ensure an efficient deployment of the resources and the achievement of the expected goals;
• Managing of the Guesthouse, office premises, and hotel reservations for any MSF visitors to the mission and project accordingly;
• Organise MSF staff movements IN/OUT to/from project;
• Coordinate International movements (arrivals and departures), Visas, Collaborating with the WaCA movement department;
• Send request for Visa to HR and FIN coordinators to get a greenlight before applying for VISA;

HR management and LnD :

• Write project monthly HR and finance SITREPS;
• Collaborate with HR and FIN coordinators regarding HR and finance matters;
• Collaborate closely with all departments to be aware of their HR needs;
• Actively participate in project coordination meetings and present HR issues;
• Actively develop and adapt the HR strategy together with all department heads and the Project Coordinator according to the project needs; participate in strategic discussions on MSF strategies of the project;
• Conduct and follow-up staff feedback and feedforward process;
• Maintain effective and clear employee personnel file and update Homere software based on HR requirements;
• Implement learning and development systems and opportunities in close collaboration with the HR and FIN coordinators, L&D team;
• Follow-up training offers and other induction sessions to staff;

Finance Management and Accountancy :

• Write project monthly finance SITREPS and reports,
• Manage the project budget,
• In charge of project Day to day payments, book keeping, monthly accountancy closure in accordance with internal policies and respect finance calendar in place,
• Manage project budget for the PA (project agreement) including monitoring and reporting in accordance to policies in place and finance calendar,
• Could collaborate with the OCB HR Admin (PAM) on LHS concerns, admin Transit for visa application request, accountants, ACMA, Cashier for finance and accountancy concerned;

Compliance/Legal responsibilities :

• Make sure MSF standard operations are implemented in all procurements, sound awareness of the local and country taxation, and keep good contacts with the tax authorities,
• Ensure accurate and timey financials reports, internal/external audits, in accordance to the law and fiscality in Ethiopia,
• Declare and pay taxes collected monthly in accordance with the procedures in place in Ethiopia, respect deadlines,

Required Qualifications and Professional Experience