Job Vacancies at Médecins Sans Frontières

 Main Purpose
Planning, and monitoring all logistic and administration in the base according to MSF protocols, standards and policies, in order to allow continuity to the mission’s activities during the Abuja airport Closure (estimated time 6 weeks)

Job Description
Establishing, planning and supervising in close collaboration with the Log Admin the logistics and admin activities related to MSF staff transiting through Kano, in terms of accommodation, transport, and related needs.

Ensures the timely sending, follow-up and retrieving of the passports sent to immigration for renewal. Monitoring the implementation of the following activities in accordance with MSF procedures and guidelines:
HR:

• Planning and supervising administrative and logistic processes (, accommodation according to extension of mission, early return, etc.) of the national and international staff of the project in order to facilitate its reception, and movements
• Acting as a facilitator/liaison officer among the sections to increase communication and ask the support of the Log Admin to coordinate in case of conflict
• Processing of a large number of data and movements coming from different interlocutors Be surveillant on the security context
• Share security information that could affect the movements with the relevant people
• ensure that all MSF staff has applied and obtained on time any visa, stay, travel or working permits in the mission country according to needs, and keep information on legal, administrative procedures
• Maintain HRCO’/E – Logistics / Admin Manager informed about ongoing trips, specific situations or changes etc… Follow up clearances of MSF cargos and informs about any possible planned or extraordinary needs.
• Ensure movements are well organized in and out of Kano by flight or road.
• Briefing new arrivals on general outline of Kano security during their stay including go and no go areas
• Represent MSF to go to authorities such as immigration, airport and other practicalities related to movement of staff.
• Flexibility to support movements in both Kano and Kaduna
• Follow up all movements from Kano to the Projects or the Coordination in Abuja
• Follow up the pick-up and drop of the staff travelling IN/OUT of the country
• Prepare and deliver all HR documents (ID Card, Mission Order, Phone etc.) to the staff in transit in Kano
• Recuperates the same materials and makes sure they go back to where they belong
• Assist the MSF travellers in managing their transit in Kano

Required Skills and Conditions
Education
Essential, Tertiary education or technical skills in three or more of the following fields: ICT, supply management, communication, transport, administration

Experience

• Essential 2 years of previous working experience. Excellent communication skills, ability to liaise with different interlocutors, ability to prioritize, resistance to stress in lack of sufficient information. Previous MSF experience as admin/log/liaison officer is an asset
• Languages
• Essential, English language.
• Knowledge
• User level knowledge of Excel

Competencies

• Commitment to MSF Principles
• Behavioral Flexibility
• Results and Quality Orientation
• Teamwork and Cooperation

Contract
Fixed Term Contract, 208 working hours per month and roster flexibility required.

Remuneration
Monthly gross salary of one hundred and forty one thousand two hundred and thirty one naira. (N141, 231)

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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