Finance Assistant

Main Purpose:
Execute administrative and finance related tasks and follow up of project accountancy to support the Project Finance Manager following  MSF standard and procedures, in order to ensure legal compliance and keep a strict control over monetary resources to achieve project objectives.

Accountabilities:

• Implementing cash management procedures in order to ensure the highest control and security,  assisting the Project Fin Manager in the prevision of monthly treasury and planning in order to ensure the coverage of daily needs, advances on salaries, payroll, etc. 
• Processing the payment to suppliers and keep strict on all documentation involved, informing the administration manager of any sort of disparity
• Carrying out all accounting tasks and activities, classifying, preparing and filing of all accounting pieces in accounting software, in order to ensure strict control of all expenditures and the reliability of statements and documentation.
• Following up of 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.
• Making all administrative information available to the staff (posting, meetings, etc.), supporting  the Project Finance Manager in translating documents into local language and assisting in meetings upon request.
• Maintain and update cashbook movements for cash box, record all in and out transactions to ensure that cashbox balances always reflect the actual amount of money kept in the cashbox and investigate any discrepancy
• Adhere to minimum and maximum cash box limits and ensure that those notes needed by operations are always available
• Ensure strict compliance with cash control procedures cashbox (daily cash control, weekly cash inventory) to ensure reliable and updated financial information.
• Observe the bank balance is sufficient to issue payments to suppliers and service providers, and inform the finance manager in case of need for funds.
• Monitor cash advances by sensuring that MSF rules and protocols are followed and the amounts advanced will be duly refunded within the prescribed timelines
• Keep track of bills/vouchers and other running costs and anaylze the related information (costs, service contracts…) to give reliable information about the mission functioning.
• Keep track of all payments, daily, weekly, two weekly, monthly bases like communal, laundry, internet of the guesthours, expat Per Diem allowance., etc. make sure that payment is cleared in time.
• Ensure all receipts meet MSF requirements (deadlines, information, signatures etc.)
• Check individual entries and prepare the necessary administrative documents (originals) as a basis for justification and explanation of payments and receipts made.
• Prepare the hardcopies according to the month-end-checklist and ensure proper filing and archiving of financial documentation. Review the projects’ bookkeeping to ensure that the supporting documentation complies with the fiance policy standards.
• Send weekly cash reconcilliations and cashbox reports to coordination for checking and hard post cash entries on Unifiel on a weekly basis in a timely manner.
• Following up the payment process with referral hospitals, collecting the invoices from those locations on a monthly basis, checking the initial invoice details and amounts, sharing them with PMR for his/her validation and processing the payment upon the validation of PMR under the supervision of the HR/Finance Manager.
• Maintain and update schedule of all contracts and payment installments (suppliers and rental agreements)
• Prepare tax and pension payments and report within the prescribed deadlines
• Ensure flexibility in undertaking assigned tasks, due to the changing nature of MSF operations.
• Any other administrative task delegated by the Project Finance Manager.