Job Details
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Job Description
Main Purpose:
Execute administrative tasks and do follow up of project accountancy, according to Finance & HR Manager 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 Finance & HR 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 Finance & HR Manager in order to leave enough time to arrange a renewal or look for some other alternative.
- Assist the Finance & HR 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 Finance & HR 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 Finance & HR Manager .
- File the accounting documents and enter the accounting pieces in the accounting software, with the support from the Finance & HR Manager and/or the Accounting Manager (ACMA).
- Support the Finance & HR Manager in translating documents into local language. Assists the Finance & HR Manager in meetings upon request.
- Human Resources Management
1. Assists during the pre and post-hiring process
- Manages and maintains job postings
- Ensures timely response to questions from hiring managers, applicants, and new hires
- Coordinates scheduling of phone screens, interviews, and new hire orientation of all reviewed and interviewed candidates’ resumes for Affirmative HR reports
2. Assists in the orientation and onboarding process
- Conducts new employee orientation
- Prepares materials for employee onboarding
- Assists in administering and updating employee benefits and administrative work
3. Provide general support for HR
- Maintains employee personnel files and conducts ongoing audits
- Assists in compiling information to ensure agency compliancy
- Assists in benefits administration and maintenance
4. Financial Management
- Manage the day-to-day accounting functions of the programme.
- Ensure a clear and transparent paper trail is in place for all financial transactions.
- Work with Budget holders and line managers accordingly.
- Prepare the monthly payroll list and payments for NRS salaries in accordance with local regulations of the country.
Job 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 NGOs in developing countries.
