Job Openings at Medecins Sans Frontieres (MSF)

Main Purpose

Responsible for payroll management, day-to-day administrative work (leaves, trainings,appraisals follow up, etc) and follow up of need in two SKID guest houses including supervision of office and house cleaners, responsible for the petty cash and ensures the data entry into Unifield . Assures monthly reconciliations.

Accountabilities

• Execute administrative and legal related tasks, under supervision of the Mission Finance/Human Resources 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 labor 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 to meet legal requirements while defending MSF’s interests.
• Assist the Mission Finance/Human Resources Manager in the prevision of monthly treasury and planning in order to ensure the coverage of daily needs, advances on salaries, payroll, etc.
• Make all administrative information available to the staff (posting, meetings, etc.)
• Classify and prepare all accounting pieces as requested by the Mission Finance/Human Resources Manager.
• File the accounting documents and enter the accounting pieces in the accounting software, with the support from the Mission Finance/Human Resources Manager and/or the Finance Manager.
• Support the Mission Finance/Human Resources Manager in translating documents into local language. Assists the Mission Finance/Human Resources 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 reconciliation.
• Ensure all specimen of signatories for SKID and technical referent are up to date and/or changed if needed.
• 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

Requirements

• Education • Essential:Degree in Human Resources, Finance, Business, or Administration related Diploma
• 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

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Duties & Tasks

S/he will perform the following main tasks, among others:-

• Under the supervision of Transport manager (TM) and working closely with the Purchasing Officer, coordinate the clearing agents’ tasks ensuring freights are cleared on time at no/minimum costs.
• With the support of Transport and Customs Officer (TCO) and Purchasing officer, coordinate and monitor the transportation of goods in and out of MSF Supply Kenya Memkam warehouse until delivery to missions.
• Monitoring the implementation of the Supply Operations, Transport and Customs related procedures ensuring compliance with MSF standards, protocols and procedures. 
• Understand order processing with the guidance of the Customer Service Officer (CSO), to timely process the regional mission orders and ensuring timely ORC sharing with the mission for validation.
• Through the support of the Customer Service Officer (CSO) give timely updates & feedback to the missions.
• Learn how to do proper, accurate, and on-time archiving of the supply operations documents related to the order process.
• With the support of the TM & TCO, consolidate the packing lists for goods received at MSF Supply Kenya Memkam warehouse and creation of freight documents in nodhos to be shared with missions for pre-clearance process.
• Under the supervision of the TM and support of the TCO , and in close collaboration with the mission’s transport managers, and Intersectional Transport and customs manager, learn how to follow up on the tax exemption process.
• Learn the follow up of EPZ Warehouse operations and management, keeping proper records of freights - in and out of EPZ warehouse.
• Where applicable and with the support of Transport & Customs Officer, follow up with clearing agents and transporters to receive the certificates of Exports (COE) for exported goods.
• Under the supervision of the Transport manager and TCO, ensure transport invoices are screened and forwarded for validation by the Supply Chain Manager and further forwarded to Finance for payment on time.
• Learn how to consolidate the transporters and clearing agents’ invoices and, with the support of the TCO, ensure they are charged according to the agreed tariff’s.
• Follow up and do proper archiving of freight documents both in Share point and in Nodhos for MSF Supply Database.
• Under the supervision of the Transport Manager, follow up on quotations for purchase of a Reefer container and Genset

Qualifications & Requirement

• Education: Diploma/Degree with specialization in Clearing & forwarding, Logistics/Supply Chain or related field, having graduated not more than six (6) months from the time of application. 
• Strengths required: Eager to learn, Diplomacy, culturally sensitive, patient, proactive, flexible and attentive to details, organized, computer literate, excellent communication, high sense of integrity & confidentiality, a team player.
• Language: Proficiency in written and oral English & Swahili.

Deadline for application: 22nd July 2025 

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Objective of the Position

Ensure efficient implementation of accounting procedures, VAT follow up, information and ERP system managemen

Tasks & Responsibilities

S/he will perform the following main tasks, among others:-

• Manages MSFS Kenya re-invoicing processes. Prepare MSFS Kenya invoices in NODHOS to be integrated in UNIFIELD
• Segregate and saves the MSFS Kenya invoices per client folder in the SharePoint.
• Receiving supplier invoices through the Invoice Follow-Up Tool, verifying them in Nodhos to ensure the amounts match, and updating the tool, accordingly, including VAT tracking and monitoring the payment status of supplier invoices.
• Makes payments of all invoices as appropriate (either by cash, cheque, Mpesa, or online transfers)
• Requests for bank details of suppliers from procurement, uploads the same in the online bank transfer platform before filing in finance.
• Encoding of supplier invoices in Unifield; splitting any credit notes in consideration of the actual amount payable to the supplier and observing strict adherence to the appropriate budget lines.
• Encoding / importing pending payments into the bank register as per bank statement.
• Importing into the bank registers in Unifield all pending payments from the cheque register as per the bank statement.
• Encoding / importing payments from the missions / sections into the respective bank registers in Unifield.
• Check the validity of the invoices and ensure that identification codes and budget lines are correct, otherwise make corrections using the accounting correction wizard in Unifield.
• Assist the Accounting Manager in reconciliation before closing the monthly accounts. 
• Scanning of financial documents and filing them appropriately in the SharePoint, ensuring that soft copies are organized and easily accessible in designated folders. Simultaneously, the physical copies must be archived in clearly labelled archive boxes and recorded accurately. Once boxed, the documents should be transferred to the warehouse for secure storage, where they will be retained for a period of seven years before being reviewed and destroyed in accordance with the document retention policy.
• Filing of the original documents in box files, label and archive them in a structured manner.
• VAT Exemption follow-up which includes: Complete VAT exemption application forms and send to Protocol Office, Preparation of exemption certificates before sending to suppliers and VAT refund follow up, and Update VAT follow-up excel sheets in SharePoint.
• Preparing documentation and supporting schedules for internal and external audits.
• Back-up of the Accounting Manager.

Qualifications & Requirements

• Education: Minimum CPA Part II. A degree in Finance/Accounting and knowledge of ERP systems is an added advantage.
• Experience: At least 2 proven years of professional experience in Finance/ Accounts; previous NGO experience in a similar position is an advantage.
• Skills/ Competences: Punctual, culturally sensitive, patient, proactive, reliable& flexible to work long hours when required, attentive to details, organized, computer literate (database design/ analysis, Excel).
• Language: Proficiency in written and oral English & Swahili.

Deadline for application: 22nd July 2025