Fin/HR Manager

Médecins Sans Frontières (also known as Doctors without Borders or MSF) is a private, non-profit, international humanitarian medical organization that intervenes in emergencies and crisis situations to relieve human suffering resulting from unmet medical needs. MSF observes strict neutrality with respect to politics and provides its assistance without discriminating on the basis of race, religion, ideology, or political affiliation. MSF’s members are required to respect humanitarian principles and principles of medical ethics at all times.

 MSF-Holland is looking for: Project Fin/HR Manager Place of work:   Jigjiga, Somali RegionTerms of employment:  One year with a possibility of extensionRemuneration and Benefits:-Starting monthly gross salary: 47,156.00 ETB.-Hardship Allowance:                 5,500.00 ETB    -Medical Coverage:        As per the Organization’s Health policy                -Number of position:      One position-Deadline for application:          28th of February 2023                                     

Main objectives and responsibilities 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 pro-ject 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

MSF-OCA is expanding its activities in Somali Region by implementing an emergency response unit (ERU) available for surveillance, assessment and intervention in a variety of emergency settings, e.g. outbreak management, malnutrition, displaced populations, mass casualties and vaccination campaigns. The team is based in Jijiga, with interventions across the whole of Somali region.

For the position of HR/Fin Manager the main responsibilities will include (expanding on the above):

Frequent travel as part of the Somali Region Emergency Response Unit with an estimated 50% of time spent in the field (dependent on emergencies and flexibility is required). 

• Living conditions in emergency settings are harsh and basic 
• Travel times are long, remote, and dependent on location can be insecure 

HR/Admin

·         Provide strategic HR leadership to the Somali Region Emergency Response Unit in order to define recruitment methods and define policy needs. 

·         Manage & ensure HR records & files are updated in a timely & accurate manner, safeguarding confidential information & with compliance to the labour law. These should include contracts, CV, diplomas, job descriptions, probation period completion, evaluations, disciplinary actions, leave follow-up, family composition etc.

·         Liaise with the Internal MSF legal advisor all court cases, providing supporting information needed to prepare the case and follow-up outcome.

·         Schedule, organize & participate in recruitment and selection process (i.e. obtaining approval, posting vacancies, screening, interviewing, and correspondence including maintaining a pool of potential candidates) with the relevant heads of department & project coordinator.

·         Ensure structured onboarding and briefings to those rapidly recruited or standard recruitments. This includes daily workers, temporary workers, contracted employees and incentivised staff. 

·         Follow-up all the disciplinary measures of the staff (give input for warning based on discipline procedure of MSF) in consultation with Project Coordinator.

·         Support department heads in annual leave planning to ensure that leave days are used evenly throughout the year.

Payroll

·         Coordinates and supervises procedures for payroll, controlling the payment of overtime, holiday earnings, as well as developing of the monthly payroll and the closing of monthly payroll.

·         Ensure that the preparations of declarations for monthly taxes and employee/employer contributions, creating a file containing all data to comply with legal regulations.

·         Checks and follows up tax and labor regulations, providing support to the Finance Department in administrative matters under his responsibility, keeping him/her informed of the employment and fiscal legislation in the country in order to ensure full compliance with local law and regulations across the mission.

·         Final responsible for the preparation of staff EOC payments and related clearance and documents (final payments…) at project level and get approval from Project Coordinator.Ensures that, the monthly HOMERE report processing is done properly and sent to Coordination for verification and approval timely.

Finance

·         Provide strategic financial leadership to the Somali Region Emergency Response Unit, exploring innovative ways to ensure cash flow needs whilst ensuring best compliance. 

·         Coordinate and oversee the monthly and yearly closing of registers and its balances, informing your manager about it for its consolidation, with the aim that the statement reflects the financial reality of the project. Ensure strict respect of deadlines.

·         Ensure compliance to MSF guidelines, standards, policies, and procedures for the project: in particular financial standards and procedures, and engagement of expenditure (purchasing and payment procedures). 

·         Responsible for quality and timely accounting for the project, both paper accounting (invoices and receipts, required support documents), and electronic data-entry (encoding in the accounting software), including consolidation and archiving of hard copies.

·         Coordinate and ensure that the administrative procedures regarding taxes and social security system of the country are respected, to comply with established legal procedures in the country:

o   Coordinate and ensure that the procedures governing money management are properly followed, that there is enough money for the smooth running of operations at all times and maintain as much control as possible about the security risks, in particular:

o   Ensure correct management of cash boxes, maintain minimum levels of cash, set-up a solid advance follow-up systems,

o   Anticipate the planned expenditure.

o   Manage local bank accounts.

o   Oversee relations with the country's banks including negotiations with banks.

o   Organize system for paying suppliers, staff salaries, and per diems.

·         Ensuring that mid-month and monthly financial reports done properly and send to coordination for verification.

·         Is responsible to manage MSF financial accounting software / system at project level.

·         In close coordination with the FinCo & his authorization, make opening periods/registers, handpost entries and right off cash differences.

·         Briefs new arrivals on subaccount and per diem management issues

Other

·         Ensure in close collaboration with HR assistant that all staff movements in the project are properly managed (flight, transport, accommodation, etc)

·         Responsible for the preparation of monthly HR reports/Situation Reports (sitrep).

·         Support the projectFin/HR assists  in the correct implementation of all the above.

·         Co-assess and participate on the procurement of supply and  logistical need of the project

·         Ensuring that the International and National Staff flights are arranged, holiday flights properly booked, EoM arrangements done and evacuation list updated and communicated to coordination daily

cation

Degree/Masters in Human Resources, finance, management (business, HR) or administration.

Experience

Essential: proven work experience of at least two years in relevant, similar jobs.

Overall 4-5 years of work experience

Desirable working experience with MSF or other NGOs, in developing countries.

Languages                            

Essential: mission working language (Engligh)

Desirable: regional language (Somali)

Knowledge

Essential computer literacy (word, excel, internet)

Desirable: HR and Financial software (Homère, FFC, SAGA)

Competencies

* People Management and Development L2

Commitment to MSF Principles L2

Behavioral Flexibility L3

Results and Quality Orientation L3

Teamwork and Cooperation L3

Interested applicants should submit their non-returnable CV and application including photocopies of all supporting documents to MSF Holland Wardher office, Jigjiga office

Please note that we only contact short-listed candidates.