Admin Finance / HR Assistant at Medecins Sans Frontieres (MSF) – Spain

Médecins Sans Frontières/Doctor without Borders (MSF), founded in 1971, is an international
humanitarian organization that provides emergency medical assistance to population in danger in more than 60 countries. MSF has been present in Nigeria for 20 years. Médecins Sans Frontières is an international independent medical humanitarian organization, which helps populations in distress, to victims of natural or man–made disasters and to victims of armed conflict, without discrimination and irrespective of race, religion, creed, or political affiliation.

MSF is a civil society initiative that brings together individuals committed to the assistance of other human beings in crisis. As such MSF is by choice an association. Each individual working with MSF does it out of conviction and is ready to uphold the values and principles of MSF.

Job Title: Admin Finance / HR Assistant

Location: Gwoza, Borno
Employment Type: Contact
Work Schedule: 208 working hours per month

Main Purpose

• Execute administrative tasks and do follow up of project accountancy, according to administration manager’s indications and MSF procedures, toensure 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 toensure accuracy, compliance and on time payments.
• Implement cash management procedures in order to ensure the highest control and security andensure 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 datein 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 administrationwith Specialization in Human resource, Accountingor 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

Competencies:

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