Admin Finance / HR Assisatnt at Medecins Sans Frontieres

Location: Gwoza, Borno 

Main Purpose

• Execute administrative tasks and do follow up of project accountancy, according to administration manager’s indications and MSF procedures, to ensure legal compliance and keep a strict control over monetary resources.

Job Description

• Execute administrative and legal related tasks, under supervision of the Administrator Manager, checking payroll calculations and updating personal files 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
• Ensure sufficient flow of information - memos, forms, emails on updated templates are printed, shared and available on the noticeboard and cupboard
• Take over the activities of the Finance assistant in her absence
• Participate in the drafting of the HR SITREP
• Support the Admin manager in recruitment process- post adverts, invite candidates for tests, supervise the test
• Update the project organogram and submit it to the HR/Finance Manager for validation
• Participate in the elaboration of the Sitrep HR, HR Need of the project.
• Go to the hospital at least 3 times a week to support the supervisor in understanding HR procedures and to answer all employees' queries within the limits of his/her responsibilities
• Verify the rosters under the supervision of the HR/Finance Manager
• Report to her/his supervisor any issue.
• Follow up with movement tracker and prepare welcome documents for the arrivals
• Update the room allocation follow up sheet with the Administration manager’s instruction
• Respect the confidentiality of the information obtained as part of her/his work
• Manage cash box and cash related activities in the absence of Finance assistant.
• Ensure monthly payment of all employee contributions in time specified by state/Country and Coordination
• Ensure the cash hours are respected unless otherwise validated by Admin Manager.
• Any other administrative task delegated by the Project Admin/Finance Manager.
• Ensure timely closure of accountancy at the end of every accountant period
• Work in Maiduguri transit base and any other location assigned by the proejct coordinator to achieve project objectives.

Requirements 

• Education: Must have Bachelor’s Degree in business administration with Specialization in Human resource, Accounting or Finance
• Experience: Must have two years working experience in administration or finance with MSF or any other INGO.
• Must demonstrate understanding of labour laws
• Desirable Experience with MSF or other INGOs

Language:

• Must be fluent in English and Hausa written and spoken, understanding of languages
• spoken in Borno state is an advantage

Knowledge

• Must be computer literate demonstrating command of Microsoft office suite (word, excel,
• PowerPoint, access and internet)

Competencies:

• Results
• Teamwork
• Flexibility
• Commitment
• Stress Management.

Remuneration
As per MSF salary scale (National contract).