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