Administrative Assistant (ACCOUNTING AND HR) at Medecins Du Monde

Status: Salaried

Starting date: ASAP

Availability: 3 Months

Base : Maiduguri, Borno state

Main responsibilities
Under the responsibility of the Admin Coordinator and with technical links with the logistic and medical department, the HR/Administrative Assistant is responsible for maintaining financial, accounting, administrative and personnel services in order to meet legal and MdM requirements and support to the organization operations.

S/He is responsible for preparing financial statements, maintaining cash controls, preparing the payroll and personnel administration, and managing office operations.

S/He works within the organization policies and procedures in order to guarantee rigorous and transparent procedures and to fulfil the objectives of the mission and to respect MdM and donors’ guidelines.

Duties

• Administer National staff files and records in order to ensure accurate payment of benefits and allowances
• Establish and keep up to date staff files in the computerized accounting system and in hard copies
• Maintain monthly the data base for staff (leave, attendance sheet, allowance and benefits, contracts, amendment…)
• Prepare, verify and issue payments
• Keep up to date the job description and evaluation after probationary period
• Administer Expatriate files and records in order to ensure accurate payment of benefits and allowances
• Establish files in the computerized accounting system
• Prepare and issue per diem payment slips / advances for employees
• Follow up on the date of expiry for expatriate residency permit and do the link with the appropriate person to keep up to date
• Responsible for De-briefing and briefing for new Expatriates arriving to the mission regarding some administrative issues
• Manage the flight tickets date for the expat staff in coordination with the AdminCo

HR staff

• Support the department for the process recruitment: CV selection and organization, contacts with local employment office, interviews, tests, selection, briefing
• For the admin staff, recruit, train
• Training: follow up identification of training needed, local offers we can get regarding the needs
• Conduct evaluation for members of admin team
• Organize formal team meetings at regular intervals
• If necessary, handle together with the Field Coordinator, disciplinary actions as per MDM’s terms and conditions of engagement

Reporting/Capitalization

• Consolidate and submit weekly/monthly admin report and annexes to FieldCo and admin coordinator
• Legal Framework and other
• Support the general coordinator in securing the organization legal registration.
• Prepare and verify contracts (service contracts, premises rental and vehicle rental contracts… etc.)
• Manage the filing, storage and security of documents
• Respond to inquiries and support the rest of the team in any administration, budgets and accounting issues

Skills required

• accounting and bookkeeping skills
• analytical and problem solving skills
• computer skills including the ability to operate computerized accounting, Microsoft office Excel at a medium proficient level
• stress management skills
• time management skills
• ability to work in countries under conflict and in tense situations

Human qualities

• be reliable
• possess cultural awareness and sensitivity
• demonstrate sound work ethics
• ability to work under a minimum of supervision
• Team spirit
• Flexibility, reactivity, anticipation, adaptability, capacity to take initiatives
• Ability to classify and to manage priorities
• Listening and diplomacy skills

Applicant’s  profile
Gender Indifferent

Humanitarian Experience Yes

Nationality Indifferent

Experience in emergency mission  No

Experience in coordination No

Qualification BSc/HND in Accounting, business administration, finance or any other related field

Languages
French An asset
English Mandatory (oral and written)
Hausa An asset

Computer knowledge Good knowledge in Excel is required  (knowledge of SAGA is an asset)

Driving license; Indifferent