• Administrative Assistant At Médecins Sans Frontières

  • Posted on: 18 August, 2015 Deadline: 23 August, 2015
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  • Recruitment Notice

    The French Section of Médecins Sans Frontières is recruiting for its project in Maiduguri:

    ADMINISTRATIVE ASSISTANT

    Context

    Médecins Sans Frontières is a private, non-profit international humanitarian organization dedicated to providing medical assistance to populations in crisis, without discrimination and regardless of race, religion, creed or political affiliation.

    Administrative Assistant

     

    Job Description

    • Execute administrative tasks and do follow up of project accountancy, according to administration manager’s indications and MSF procedures, in order to ensure legal compliance and keep a strict control over monetary resources.
    • Enter data into the HR database and personal files and keep them up-to-date in order to facilitate HR processes management(collects, records and updates the staff individual files: individual information sheets, copy of signed contracts, amendments, records of leaves, absences, overtime, etc. then enter all the data into homere software)
    • 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.
    • 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.
    • Prepare employment contracts in conformity with legal requirements including specific amendments when necessary in order to ensure local labour and fiscal law compliance.
    • Make all administrative information available to the staff (posting, meetings, etc.)
    • Reads and explains the terms and conditions of employment and the abuse policy to the news employees.
    • Ensures the confidentiality of the individually files by locking them at the end of each day.
    • Update Social security & Tax office employee files in order to meet legal requirements and duties.
    • Support the Administration Manager in translating documents into local language. Assists the Administration Manager in meetings upon request.
    • Implement cash management procedures in order to ensure the highest control and security, and ensure cash availability.
    • 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.

    Requirements

    • Desirable administration or finance, business related diploma.
    • Essential previous working experience of at least two years in relevant jobs.
    • Desirable experience in MSF or other NGOs
    • Fluent in English and Hausa language
    • Essential computer literacy (word, excel, internet)
    • Flexibility and ability to learn

    Work Location

    • MSF Maiduguri project – Maiduguri office – NIGERIA

    Contract

    • Local contract (3 months with possibility of extension) – 208 working hours per month and roster flexibility required.

    Method of Application

    Submit your CV, copies of diplomas, qualifications and a cover letter (with reference ADASAU15) with contact details to: msff-abuja-recruitment@paris.msf.org

    OR

    ADMIN OFFICE – MSF

    Plot 82, OLD GRA (behind Lagos house) Kolo Road Galtimari, Maiduguri, Borno state, Nigeria

    Deadline for the submission of applications: 23th of August 2015.

    NB: only successful applicants will be called for interview.

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