FIN/HR Assistant at Medecins Sans Frontieres (MSF)

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.

Specific Activities

• Support staff induction and on boarding process for all new staff.
• Ensure employee personal files are signed by employees and kept in the safe in order to ensure accuracy and compliance with adherence to the archiving policy
• Update Contract follow up file and inform Project Fin/HR Manager about contract’s status / Focus person for suppliers
• Following up of all expiring rental contract dates and inform Project Fin/HR Manager to leave enough time to arrange a renewal or look for some other alternative / Follow-up the medical insurance for staff
• Making all administrative information available to the staff (posting, meetings, memos etc.).
• Assist in the recruitment, contact applicants, book an appointment for test, interview
• Medical Insurance Cover follow-up & administrative Management.
• Prepare HR Monthly reports
• Follow up the appraisal deadlines and extension of the next employment contract
• Ensure that suppliers invoices are paid in time, all finance documents are received from the suppliers
• Initiate the payments in online banking system
• Send the movement requests to the taxi provider

Requirements

Education

• Desirable finance, business or administration related diploma

Experience

• Essential previous working experience of at least two years in relevant jobs.
• Desirable experience in MSF or other NGOs in developing countries. Working experience with AYKPs and youth groups is a plus

Languages

• English and Kiwsahili

Knowledge

• Computer literacy (word, excel and internet)

Competencies

• Results and Quality Orientation L2
• Teamwork and Cooperation L2
• Behavioural Flexibility L2
• Commitment to MSF Principles L2
• Stress Management L3

Application deadline: 15th December 2022