Finance / HR assistant

Médecins Sans Frontières (MSF) is an international, independent, medical humanitarian organisation that delivers emergency aid to people affected by armed conflict, epidemics, natural disasters and exclusion from healthcare. MSF offers assistance to people based on need, irrespective of race, religion, gender or political affiliation.

“Female candidates and people with disabilities are highly encouraged to apply “

MSF does not charge fees or accept any money during the entire recruitment process.”

MSF-E is advertising for the following position Finance / HR assistant

Requirements for the position

Education:    

• Desirable : finance, business or administration related diploma.

Experience:    

• Essential previous working experience of at least two years in same or relevant jobs.
• Desirable : experience in MSF or other NGO in related positions

Languages:    

• Strong communication skills, Essential : written and spoken proficiency in English ( intermediate level is the minimum ) & Arabic.

Other:    

• Essential computer literacy (Word, Excel and Internet)

Description

• Place of work: Abs District, Hajja Governorate, Republic of Yemen
• Level: 6
• Duration: One year with the possibility of extension subjected to a probationary period according to the Yemeni Labour Law.
• Others: Salary: Based on the organization scale

Main objectives: 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.

Main responsibilities and tasks:    

• 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 Specific Accountabilities    

• Process payments to suppliers, service provider, staff and others, from all cash Journals. This includes verifying documentation, preparing cheques, and ensuring strict compliance with all involved documentation. Inform the Admin promptly of any discrepancies.
• Establishes and follows the timely payments of regular suppliers/service providers (telephone, Internet & others...)
• Share payment codes and provide beneficiaries updates on the status of payments sent.
• Ensuring that all original documentation for all payments done through coordination are sent to the coordination on a weekly basis and timely update the follow up monitoring file .
• Perform accounting tasks, including posting transactions in the FFC – and carry out monthly closing procedures including bank reconciliations for the bank journals under his/her responsibility.
• Ensure the daily/weekly/monthly financial data input in FFC is available & synchronized as per the schedule
• Create and update in collaboration with supply department a list of all validated suppliers with all necessary finance and communication information. (Create file for bank info of regular suppliers/service providers)
• Update the Orders follow up of supply with payment information.
• Responsible for the proper scanning, filling and maintenance of finance archives.
• Upon request cover the gap of other finance team
• Any other finance task that may be requested by the supervisors.
• Contibute to the monthly reports preparation ( training , PMS , disciplinary follow up and payroll control report )
• Support in the required recruitment practicalities ( e.g hosting candidates … etc )
• Manage the domestic staff .
• Review the rosters and provide input / support to the department managers / and supervisors before the admin validation.
• Ensure proper Breifing and onboarding program implemented for the new hired staff .
• Do the monthly office /GH orders ( e.g : stationary , cleaning materials and coffee break items … etc )