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Finance/ HR Assistant Job in Kenya

Finance/ HR Assistant

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.

Accountabilities

  • 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.
  • Ensure encoding in Unifield is done on a daily basis and updated as required.
  • Prepare the weekly or monthly cash and bank reconciliation.
  • Ensure all specimen of signatories for SKID and technical referent are up to date and/or changed if needed.
  • Send requests to the Bank for the transfer of funds or transfer for payments after approval of SKID Finance Manager.
  • Respect validation table and procurement procedure
  • Make sure that all documents needed are in the staff file (contracts, job descriptions, ID documents, certificates, acceptance for local staff, disciplinary process, etc.), organize the files in a proper and clear way.
  • Make sure that all needed documents from staff files are scanned and kept in a safe and proper place and properly organized.
  • Organize the recruitment files (archiving) and ensure that the old ones are destroyed (more than 2 years old)

Requirements

Education

  • Essential: Degree finance, business or administration-related diploma. (Certified Public Accountants) preferable

Experience

  • Essential: Previous working experience of at least two years in relevant jobs. (minimum 2 years)
  • Desirable: Proven experience in MSF or other NGOs in developing countries.

Languages

  • English Essential & Kiswahili desirable

Knowledge

  • Essential: Computer literacy (word, excel, ERP)
  • Desirable knowledge of UniField and Homere software

Competencies

  • Results and quality orientation, teamwork and cooperation, flexibility, respect to MSF Principles & Stress Management

Duration : 12 Months (with 3 months’ probation period) renewable based on performance)

Deadline for application: 13th March 2022

How To Apply

Interested and qualified? Go to Medecins Sans Frontieres (MSF) on uhired.me to apply

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