Finance and Administration Manager at Medecins Sans Frontieres (MSF)

GENERAL CONTEXT

Médecins Sans Frontières is an international independent medical-humanitarian organization, which offers assistance to populations in distress, to victims of natural or man-made disasters and to victims of armed conflict, without discrimination and irrespective of race, religion, creed or political affiliation.

MAIN PURPOSE

He/she is responsible for the follow up of the correct use of financial resources in the project, administrative management of all human resources working in the project, and ensuring the respect of MSF internal regulations and HR procedures.

RESPONSIBILITIES AND TASKS

Accounting
   • Ensures the correct overall follow up of the project accounting using management programme Finance Field Connection (FFC) and following MSF guidelines and management         rules.
   • Ensures that monthly closure is taking place and controlled on schedule.
   • Ensures that all local accounts are correctly kept and followed up on a regular base.
   • Ensures good organization, order and quality of all accounting documents, i.e. invoices, receipts, bank statements, etc.
   • Ensures that accounting documents are filed properly.
   • Anticipates the expenses at project level and prepares and sends monthly funds orders on time to the FINCO.
   • Ensures that there is always enough cash available in the project, including security money.
   • Ensures the respect of OCBA standard procedures in the management of money, expenses, budget in the project.
   • Implements money security measures (e.g. management rules for cash boxes, transfers, advances). according to the mission money security procedures in force.
   • Briefs all people dealing with money and expenses in the project on money security measures.
   • Guarantees the respect of standard procedures in purchases (e.g. purchase procedures, validation and organization of payments, follow up of regular payments, justification           documents and checks).
   • Regulates and supervises payment of invoices in the project.
   • Ensures a proper follow up of bank and cash boxes balances in the project, checking and balancing the cash boxes at least once a week
   • Re-conciliates cash box and safe on the last day of the month

Finance
   • Follows up the project budget, in close collaboration with the Field Coordinator and the FINCO.
   • Analyses budgetary follow up of project with Field Coordinator and FINCO and raises alert if necessary.
   • Ensures that funds are used according to budgets and funding contracts for the project, guaranteeing the respect of MSF criteria regarding ethical expenditure and of the             requirements regarding quality of receipts and invoices.
   • Collects all information concerning activities planned and, especially, participates to the identification of all resources needed for the implementation of each defined activity
   • Participates in the set out and budgetary translation of the resources needed to implement the planned activities.
   • In close collaboration with the Field Coordinator, analyzes the general and specific monthly budgetary follow up (analytical points) of the project, raising the alert if necessary,       proposing corrective action and reporting to the FINCO.
   • Provides the FINCO with all information needed for proposing budget and for reporting.

Administrative management of material resources
   • In close collaboration with the FINCO, follows up all rentals of premises in project sites, such a follow-up including notably rental contracts, deposits, rent payments, etc.
   • In close collaboration with the FINCO, follows up all possible local insurances contracts related to the project
   • On request and under FINCO’s coordination, participates in drawing up an administrative framework for material supply which complies with existing local legal framework             (e.g. fiscal duties) in project sites. Ensures that all stakeholders in the project comply with this administrative framework.

Reporting
   • Ensures continuous communication with Field Coordinator for all issues related to administration, HR, finance, accountancy and administrative management of material                 resources in the project.
   • Ensures continuous communication with HRCO (administration and HR) and FINCO (finance, accountancy and administrative management of material resources).
   • Sends FFC monthly closure of the project to FINCO.
   • Sends Homere monthly closure and Homere monthly checklist of the project to HRCO.
   • Sends possible “food basket” report (gathering and analyzing “food basket” surveys) to HRCO according to Cost of Living monitoring system agreed for the project sites.

Filing
   • Ensures administrative and financial documents are all properly archived, correctly filed.
   • Ensures the respect of the principle of confidentiality in the administration team of the project, particularly handling employees’ individual personal files and documents.

Administration
   • Guarantees the respect of the administrative rules by all the project staff.
   • In close collaboration with HRCO, monitors the diffusion of administrative rules and HR reference documents to all the project staff and ensures they are properly known and         understood (e.g. internal regulations, development policy, health policy, behavior guideline, etc.).
   • In close collaboration with HRCO, organizes and leads information session for all the staff in case of changes occurring in one of these reference documents.
   • In close collaboration with HRCO, updates his/her knowledge of the local labour regulations in force for the national employees working in the project.
   • In close collaboration with HRCO, explains and answers all questions that may arise regarding the internal regulations and other HR reference documents.
   • Ensure that personal file of each national employee of the project is complete and updated in Homere.
   • Ensures and checks that all data related to monthly salary calculation of national employees of the project are correctly entered in Homere: days off, unpaid leaves, sick leaves,       overtime, salary advance, etc.
   • Plans together with the line managers the holidays of all employees of the project and ensures their proper follow up.
   • Applies procedures related to possible disciplinary measures, in close collaboration with the Field Coordinator and the line manager of the employee of the project concerned by       the measures.
   • Ensures the administrative part of all staff’s movements (e.g. accommodation, mission orders, living conditions for all staff present in the project sites and considered by MSF         as non resident in the project sites, etc.) according to the internal regulations and HR policies in force in the mission.
   • On request and under HRCO’s coordination, supports HRCO in revising and/or updating salary grid for national employees belonging to the project.
   • In close collaboration with HRCO, applies per diem system for all employees of the project.
   • Organizes the stay of the visitors in the project sites.
   • Ensures that the Cost of Living Monitoring system is properly applied in the project sites (e.g. through possible food basket surveys, etc.).
   • Prepares the administrative correspondence for the local authorities to be directly contacted by the project (e.g. public revenue office, factory inspectorate, etc.).
   • Prepares all required written administrative documents (e.g. certificates, etc.) for the national employees of the project.
   • In close collaboration with Field Coordinator and HRCO, applies the administrative procedures part of any Memorandum of Understanding (MoU) in force between local partners       (e.g. Ministry of Health, etc.) and MSF.

HR management
   • In close collaboration with Field Coordinator and HRCO, takes part in HR planning for the project (and its revision), especially to meet the needs in terms of management of all       administrative issues in the project sites.
   • In close collaboration with Field Coordinator and HRCO, updates the organization charts of the project and communicates them to all staff in the project.
   • Ensures all positions existing in the project are properly defined in a job description that is updated regularly (at least once a year).
   • In close collaboration with Field Coordinator and HRCO, helps the line managers of the project - activity managers and supervisors - with the drafting of job descriptions (those       under their responsibilities) and their regular revision (at least once a year).
   • In close collaboration with HRCO, ensures all job descriptions of positions in the project remain in line with the principles underlying the Common Field Function Grid in use in      the mission (e.g. only using duly validated function titles, keeping for all functions their attached levels in the grid, ensuring real responsibilities or tasks of positions comply          with content of validated standard job profiles, etc.).
   • In close collaboration with HRCO, ensures the administrative part of recruitment process (e.g. job announcements, collecting and screening application files, practical                     organization of interviews, etc.).
   • In close collaboration with HRCO, helps the Field Coordinator, activity managers and supervisors of the project in recruiting people locally, participating directly in the general         part of the interview if need be.
   • In close collaboration with Field Coordinator and HRCO, ensures the correctness and the suitable application of employment conditions for all national employees in the project       sites (e.g. labour contract, trial period, previous notice, etc.) and ensures a continuous close follow-up.
   • In close collaboration with HRCO, ensures the proper and complete application of briefing and debriefing standard protocols in force at project level.
   • In close collaboration with Field Coordinator and HRCO, ensures that all new staff in the project benefit from an induction plan in MSF and in the project in general as well as         in the service he/she is going to work in.
   • In close collaboration with HRCO, plans and follows up the staff’s evaluations in the project together with line managers (activity managers and supervisors).
   • In close collaboration with HRCO, explains the evaluation tool and its correct use to the persons who have to carry out evaluations in the project.
   • Participates in the identification of people with potential (whose skills and competencies should be developed in order to take over more responsibilities) working in the project,       especially those under his/her direct management (Administration assistant)
   • In close collaboration with HRCO, supports the practical organization of trainings and/or individual development plans in the project.
   • In close collaboration with Field Coordinator, organizes and possibly leads regular staff meetings in the project.
   • In close collaboration with Field Coordinator, ensures the fluid circulation of general information about the mission within the staff of the project.
   • In close collaboration with Field Coordinator, ensures the diffusion of information on the association, the MSF movement.
   • In close collaboration with Field Coordinator and HRCO, looks for best options to avoid and/or solve possible labour conflicts in the project.

SELECTION CRITERIA

   • Education: Degree in finance, management (business, HR) or administration

   • Experience: Minimum 2 years in Controlling, planning, budget preparation, deviation analysis, treasury, audit, financial controls.

   • Desirable: Experience with MSF or other NGOs, and working in developing countries

   • Knowledge: Essential. Computer literacy (Word, Excel and Internet)

   • Languages: Knowledge of mission working language

Competencies
   • Commitment to MSF’s Principles
   • Cross-cultural Awareness
   • Behavioural Flexibility
   • Service Orientation
   • Teamwork and Cooperation
   • Leadership
   • People Management
   • Flexibility
   • Ready to live in a remote area with very limited communications (no internet, unstable phone network)

Others
   • Availability to travel and on short notice.
   • Flexibility with working hours.