Fin/ HR Assistant

Médecins Sans Frontières (MSF) is an international, independent, non-profit medical humanitarian organisation that delivers emergency aid to people affected by armed conflict, epidemics, pandemics, natural disasters, and exclusion from healthcare. MSF started working in Yemen since 1986 and have been present in the country continuously since 2007. Today, MSF works in 23 hospitals across the country, and provides support to more than 17 health facilities across 13 governorates, in line with our principles of independence, impartiality and neutrality. For more information, visit our Arabic website, www.msf-me.org

Médecins Sans Frontières Belgium in Yemen mission is looking for Yemeni nationals to recruit for the Fin/ Hr Assistant position:

Location: Aden/Lahj Project
Contract Duration: Six (6) months, with the possibility of extension.
Contract type: Fixed – Term contract
Reporting to: FIN / HR Manager 

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 payroll 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 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.

MSF Section/Context Specifics

FIN

• Implementing the bank reconciliation process and updating the organization’s bank accounts (Yemeni Riyals & Dollars) on a regular basis and communicating with the bank in the event of any discrepancies to work on resolving them.
• Regularly following up with the bank to implement all transfers sent, as well as following up with beneficiaries to receive their checks.
• Assist the project financial manager in implementing the necessary procedures for monthly closings, including preparing the required reports according to the specified deadlines.
• Verify payroll calculations and update personal files to ensure accuracy, compliance with regulations and timely payment
• Involve  to budget monitoring, variance analysis
• Implement the process of aligning financial policies with other departments (e.g., purchasing, logistics)

HR

• Execute HR, administrative, and legal related tasks for MSF staff, daily workers, and incentive staff, under supervision of the Line Manager.
• Prepare and archive formal certificates and other HR documents when needed in order to
• facilitate hiring processes.
• Establish proper filling system by using the HR checklist.
• Prepare employment contracts in conformity with legal requirements including specific amendments when necessary in order to ensure local labour and fiscal law compliance.
• Ensure updated Job Descriptions, and that all MSF staff in Aden or Lahij Office have
• signed and understood it.
• Support line managers in recruitment and hiring process, ensuring administrative and legal accuracy, in order to meet HR needs.
• Communicate to and brief new employees on HR policies and regulations in order to facilitate on boarding processes.
• Responsible for the HOMERE for the project, creating staff files, updating staff info/data on a regular basis, generate payrolls, and make salary payments on time.

ADM

• Supervise accommodation facilities, maintenance and related services for international and LHS staff for the project in order to ensure MSF standards of living;
• Line manager the House Staff Cook & Cleaners;
• Upon Supervisor’s request, prepare all correspondence with local authorities (i.e. tax offices,
• ministry of labour) in order to maintain flow and soft relationships;
• Ensure all HR and administrative information is available to staff (posting, meetings, answering all related questions etc.) in order to facilitate staff integration;
• Follow up cost of living on a regular basis in order to update rewarding practices.
• Ensure MSF premises are in order to ensure working conditions are in conformity with legal requirements;
• Do the payment for service contracts related to Human resource.
• Update Social Security office employee files;
• The position will be located in Aden, with regular visits to Lahj Governorate. Occasionally, these visits may necessitate overnight stays in Lahj.

Requirements 

Education:

• Bachelor’s degree in human resources, Business Administration, Finance Account-ing, or related field. And a combination of education and relevant professional certifications (e.g., HR Certification, Payroll Certification, or Accounting/Finance Certification) will be considered an advantage.

Experience:

• Essential previous working experience of at least two years in relevant jobs. 
• A combination of education and relevant professional certifications (e.g., HR Certification, Payroll Certification, or Accounting/Finance Certification) will be considered an advantage.
• Advanced knowledge of HR and payroll systems, financial procedures, and administrative processes is highly desirable.
• Strong analytical, organizational, and reporting skills with the ability to work with sensitive and confidential information