EXTERNAL / INTERNAL VACANCY

MEDECINS SANS FRONTIERES (MSF) – SOMALIA MISSION

MSF is a humanitarian medical organization providing emergency medical aid to populations in need. Somalia mission set up Projects in Somalia and in Baidoa, Bay region Somalia at Bay Regional Hospital in particularly is now is looking for below position:

Job Title                                     : FIN/ HR ASSISTANT

Work Location                         : Bay region, ISWA, Somalia.

Start date                                  : Immediately

Length of contract                : Fixed term contract with possibility of extension based on performance and

operational need (Includes 3 month probationary period)

Position in the Organization

Reports to (Hierarchical):

Fin/HR Manager

Reports to (Functional):

Fin/HR Manager

Job Family:

HR, Finance, Administration

Main Purpose

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

Accountabilities

• Execute administrative and legal related tasks, under supervision of the Administrator Manager, checking pay-roll calculations and updating personal files in order to ensure accuracy, compliance and on time payments.
• Implement cash management procedures in order to ensure the highest control and security, and ensure cash
• 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
• 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 punctua-lity 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.

MSF Section/Context Specific Accountabilities

Human Resource:

Support the FIN HR Manager to prepare employment contracts in conformity with legal requirements including specific amendments when necessary in order to ensure local labour and fiscal law com-pliance.

Enter data into the HR database and personnel files and keep them up-to-date in order to facilitate HR processes management.

Follow up all expiring rental contract dates and inform the Project Fin/ HR Manager in order to leave enough time to arrange a renewal or look for some other alternative.

Assist the Project HR Manager in the prevision of monthly treasury and planning in order to ensure the coverage of daily needs, advances on salaries, payroll, etc.

Follow up and supervise in daily basis cleaners activities and make sure the G/H and offices are well organized and cleaned.

Organize monthly meetings with office & GH cleaners and cook to identify priorities and challenges. Ensure office and GH is supplied with monthly cleaning materials.

Ensure GH accommodation is up-to to standard with each room equipped with beddings, mosquito net, cupboard table and chair.

Ensure monthly supply of tea break material to office & GH. Prepare briefing documents for all new staff.

Make all administrative information available to the staff (posting, meetings, etc.)

Finance:

Implement cash management procedures at baidoa office in order to ensure the highest control and security, and ensure cash availability.

Process the payment to suppliers and keep strict on all documentation involved, informing the Fi-nance 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.

Assist the Finance HR Manager in the prevision of monthly treasury and planning in order to ensure the coverage of daily needs.

Manage Baidoa office Base petty Cash.

Guarantee prior approval of the designated responsible before making any monetary transaction.

Enter data into the Finance database, ensure the accuracy of data recorded into the software in terms of accounting codes, final invoices, description, final destination,…..etc.

Co-ordinate with supply & logistics to put in place a quality procedural requirement in particular in the area of POs/payments submission to finance.

File the accounting documents and enter the accounting pieces in the accounting software, with the support from the Project Fin- HR Manager.