Finance/Human Resource 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 Finance/Human Resource Assistant Position

Location: Mocha Project 
Contract Duration – 1 year, renewable.
Contract type: Fixed – Term 
Reporting to: Human Resource and Finance Manager.

MAIN PURPOSE

Execute administrative tasks and do follow up of project accountancy, according to administration manager’s indications and MSF procedures, 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 to ensure accuracy, compliance and on time payments. 
• Implement cash management procedures 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 to facilitate HR processes management. 
• Update Social security & Tax office employee files to meet legal requirements and duties. 
• Draw up monthly pay slips for all staff, editing and updating the necessary data, to ensure the punctuality and accuracy of staff payroll. 
• Draw up the final pay slip and employment certificate at the end of a contract to meet legal requirements while defending MSF ’s interests. 
• Follow up all expiring rental contract dates and inform the Administration Manager 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 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 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

HR/ADMIN TASK

• Execute administrative and legal related tasks, under supervision of the Administrator Manager, checking payroll calculations and updating personal files to ensure accuracy, compliance and on time payments.
• HR data follow up: timely follow up with LMs and Supervisors to collects and check leave forms, rosters, overtime form, advances requests. Refer any spotted discrepancies to employees / supervisors for necessary corrections where applicable 
• Employment contracts: ensuring proper type of contract (temp, CDD, CDI), keep probation and renewal of contracts calendar properly and timely followed up, as well as required evaluations at end of each term. Encode new contracts in Homere
• Payroll: timely encode in Homere leaves, overtime, allowances, etc. 
• Ensuring that all employee folders have the required documents and packed in the proper order.
• Ensuring that data for MOH incentive staff are received, checked and entered in Hommere.
• Follow up on admin consumables to ensure availability. Eg Stationery materials. 
• Will undertake other HR task due to evolving situations to ensure continuity of the HR department. 
• FINANCE TASK
• Follow up with the bank on bank related issues as instructed by the Fin/HR Manager
• Encode in Unifield all transactions assigned to his/her role according to the MSF chart of account and correct budget line allocation.
• Controll and prepare Bank transfer letters and send to bank after signature.
• To be the back up of the Accountant for all bank correspondence including all payments, withdrawals, and transfers.
• Follow up with the bank to facilitate the opening of bank accounts for all new staff. 
• Follow up with other departments to ensure that staff, contractors & suppliers have functional bank accounts for processing their payments. 
• Scan on a monthly basis the project accoutancy, upload on one drive and share with Finance manager & Coordination. 
• Perform weekly cash count with the Finance Manager and follow up on all open advances. 
• Any other task delegated by Finance Manager.

Requirements 

Education    

• Desirable finance, business or administration related diploma.

Experience    

• Essential previous working experience of at least two years in relevant jobs. 
• Desirable experience in MSF or other NGOs in developing countries. 

Languages: 

• Fluent in spoken and written English
• Mission working language essential

Knowledge: Computer literacy

Competencies    

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