FIN/HR ASSISTANT - Mudug

Main Purpose:

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.

Main Responsibilities:

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.

Implement cash management procedures in order 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 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.

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.

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 upon request.

MSF Section/Context Specific Accountabilities

Finance:

Ensures that payment requests documents are validated as per the AT (Authorization table).

Ensures Unifield (UF) is updates with all entries on daily bases.

Conducts daily cash count to ensure no discripency and weekly cash count with FIN HR manager. Conducts Monthly cash count with FIN HR Manager (UF +SAHAL) and prepares full report.

Follows carefully the cash payment limits.

Prepares CTOs (Cash Transfer Orders) twice a week (or as instructed by FIN HR Manager) to Coordination for payments.

In the first few days of the following month, prepares the BKK (Bookkeeping) of the previous month with BKK stamp, barcoding, etc and sends scan to coordination.

Sends the complete BKK original document to coordination with the nearest movement.

Ensures payments are processed with original invoices. If the invoices are in different locaiton, they should be collected and sent to FINHR assist’s location, to include them in the BKK.

Follows up on open advances and ensures advances opened are closed in timely manner. Other Tasks delegated by FIN HR manager

HR:

Ensures proper understanding and follow up of internal Regulations, and report any deviation to FIN HR Manager.

Performs proper briefing to all new staff, including briefings, provides related documents, sign the JD, contract, health insurance, etc.

Weekly & Monthly follow of staff attendance both LRS (Locally Recruited staff) and MOH seconded staff, before processing the monthly Payroll.

Manages staff contracts in HOMERE and ensure HOMERE is updated with all required details (staff info, leave days, trainings and all other events) on regular basis.

Ensures staff HR files are up to date with all staff details (contracts, IDs, CVs, signed documents, updated JDs, etc) and

Arranges MSF staff enrollment in health insurance. Prepares the payroll for the staff.

Assist FIN HR manager in recruitment (preparing job adverts, calling candidates, preparing the test/ interview locations/ translation, etc).

Assist Staff with training arrangements (visa applications, travel arrangements, prepare Per diem, etc). Arrange for International Staff visa application/ extension, Letter of invitations, etc.

Supervise the compound cleaner, cook, and arrange accommodation for International Mobile Staff and visitors.

Responsible for the stock of coffee breaks items + Hygiene items in the compound. Place regular requests and follow up with cook/cleaner of the use of these items.

Other Tasks delegated by FIN HR manager.

If you meet the above requirements, please send your CV and motivation letter as one document, and work experience certificates plus National ID card to: [email protected] with email subject line “FIN/HR ASSISTANT”

Deadline 04:00 pm on Thursday, 08 August 2024.

Only applicants with required qualifications, complete application, CV and attached supporting documents will be contacted. National ID Card is mandatory, candidates not submitting copy of their National ID cards will not be considered.

(MSF is an equal Employer and does not charge any application/recruitment or training fee)