Finance Assistant at Medecins Sans Frontieres

Reference No. AS009
Working Hours: Mon – Fri 8:00am to 5:30pm
Salary: As per the MSF salary scale (national contract)
Grade Level: 6
Position in the Organization
Reports to (Hierarchical): Accountancy Manager (ACMA)
Reports to (Functional):  FINANCE COORDINATOR
Job Family: Administration & Finance

Main Purpose
Control the daily cash/check management, by checking the data reliability, tracking invoices and submitting monthly accounts in accordance with the Accountancy Manager (ACMA) instructions and MSF protocols to provide accurate, updated financial information.  Accountants have the responsibility of supporting the project accounting staff and overseeing the books of the projects. They prepare the project books to be integrated in the master by the Accounting Manager

Accountabilities

• Maintain and update cashbook movements for each petty cash box, record all IN and OUT transactions ensure that cashbox balances always reflect the actual amount of money kept in the cashboxes and, investigate any discrepancy.
• Perform currency exchange operations in accordance with the country’s exchange rate policy.
• Ensure strict compliance with cash control procedures for each cashbox / currency (daily cash control, weekly cash inventory, reconciliation with FFC together with the manager, to ensure reliable and updated financial information.
• Monitor cash advances by ensuring that MSF rules and protocols are followed and the amounts advanced will be duly refunded.
• Keep track of bills/vouchers and other running costs and analyze the related information (costs, service contracts …) to give reliable information about the mission functioning
• Ensure all receipts meet MSF requirements (deadlines, information, signatures …).
• Ensure a monthly accounts report in accordance with MSF procedures, checking individual entries and preparing the necessary administrative documents (originals) as a basis for justification and explanation of payments and receipts made.
• Check the quality of the receipts for check payments
• Inform supervisors of any issues / problems that may arise in their job performance.
• Prepare the payment of taxes within legal datelines.
• Is the responsible for the processing of FFC peripheral accounting (project and capital):
• Checks and validates the accounting of all FFC peripheral accounts (spot check);
• Checks the quality of the accounting allocations; check the conformity of all the invoices and other vouchers and ensures they are approved;
• Under the responsibility of the Accounting manager, analyses the problems of cashbox discrepancies and gives technical help to find solutions
• Quality check on mission accounting:
• Correct encoding of salaries
• Follow-up and matching of internal transfers and advances in the mission
• Carry out of invoice split for international and local freight invoices
• Management of the expenses of other missions/sections
• Preparing OP (payment orders) documents to be sent to HQ
• Validation and allocation of HQ invoices
• Simulation encoding
• FFC module encoding
• Organizes financial documents and their annexes (PO/PU/PL)
• Prepares documents for audits
• Organizes the scanning of documents
• Archives mission financial documents
• Responsible for filing accounting documents:

Requirements
Education

Essential diploma or professional qualification in accounting / finance / business ad-ministration.

Experience
In administration and accountability (minimum 1 year).

Languages
Mission and local language essential, (English spoken and written).

Knowledge

• Essential computer literacy (word, excel)
• Commitment to MSF’s Principles
• Cross-cultural Awareness
• Behavioural Flexibility
• Stress Management

Competencies

• Results quality orientation
• Service Orientation
• Teamwork and Cooperation
• People Management and Development