Médecins Sans Frontières-Holland
Médecins Sans Frontières (also known as Doctors without Borders or MSF) is a private, non-profit, international humanitarian medical organization that intervenes in emergencies and crisis situations to relieve human suffering resulting from unmet medical needs. MSF observes strict neutrality with respect to politics and provides its assistance without discriminating on the basis of race, religion, ideology, or political affiliation. MSF’s members are required to respect humanitarian principles and principles of medical ethics at all times.
MSF Holland is looking for: Human Resource and Finance Manager (HR/Fin)
· Number of Position: one
· Place of work: Tigray Refugee Health Project, Tigray region
· Terms of employment: 1 year with a possibility of extension
· Remuneration and Benefits:
- Starting gross salary/month: 22,607 ETB
- Medical Coverage 100%
- Relocated status: ETB 4000 (one installment)
· Date of application: February 08 - 19, 2017
Is responsible for the implementation of Human Resources and Financial policies in the project and the correct Administrative Management of all staff working in the project (National, International, Regional, etc), along with the follow up of the correct use of Financial Resources in the project. The Field Fin Admin Manger is also responsible to coach, Mentor or Guide the HR and Finance Officers in Hitsats and Shimelba.
§ Implement circuits and workflows (management of cash boxes, transfers, advances, purchase procedures, payment validations, follow up of regular payments, bank conciliation) in order to anticipate expenses at project level and to optimize cash needs and its security.
§ Implement and supervise transactional procedures and systems in order to ensure transparent accounting practices and full documentary traceability (invoices, receipts, bank statements, etc.), following MSF guidelines and rules, and using the respective software in place.
§ Ensures that monthly accountancy closure is taking place and controlled, with due quality and on due time.
§ In close collaboration with the Project Coordinator and the Finance Coordinator, analyze and follow up the project budget, in order to ensure that funds are used according to funding contracts and to proposing corrective action.
§ Ensures all HR, Administrative and Financial reporting of the Project (Homère and FFC/SAGA monthly closure, sitreps, etc.)
§ Supervise/perform payroll procedures, ensuring that all data related to monthly salary calculation of national employees of the project are correctly entered in Homere (days off, unpaid leaves, sick leaves, overtime, salary advance, etc.), in order to ensure on time and accurate salary payments.
§ Advise Project Coordinator on set up (org chart) and together with the HR Coordinator, update the project’s organizational chart and job descriptions
§ In close coordination with the Project Coordinator and the HR Coordinator, calculate the HR operational needs and the associated budget in order to efficiently ensure the required sizing and capabilities of the mission and to facilitate budget following-up.
§ Ensure hiring, carry out amendments and contract termination formalities for employees at project level, according to labour local laws, archiving and updating individual employee files, informing them on their rights and preparing all mandatory tax declarations, in order to ensure legal compliance.
§ Assist the Project Coordinator, and/or team leaders and supervisors to draw up annual holiday planning and staff shifts in order to forecast HR needs and to ensure HR availability for the project activities.
§ Under supervision of the HR Coordinator, ensure indexation process of national staff salary grids in order to ensure internal equity, cost-of-living adjustments and the correct application of employment conditions in the project sites.
§ Support, in close coordination with the HR Coordinator, the project line managers in detecting training needs, in properly evaluating people performance and in potential identification, in order to improve people capabilities, and their end results contribution to mission goals.
§ Plan and supervise, in close coordination with the HRCo, the associated processes (recruitment, training/induction, evaluation, potential detection, development and communication) of the staff under his/her responsibility in order to ensure both the sizing and the amount of knowledge required
§ Together with the Project Coordinator, support the line managers in implementing the internal communication policies in order to boost staff active participation and MSF commitment.
§ In close collaboration with the Project Coordinator and HRCo, applies the administrative procedures part of any Memorandum of Understanding (MoU) in force between local partners (eg. Ministry of Health, etc.) and MSF.
§ In close collaboration with the Project Coordinator and HRCo, looks for the best options to avoid and/or solve possible labour conflicts in the project.
§ Ensures all staff in the Project (National, International, Regional, visits, etc.) is properly briefed and/or inducted.
§ Is responsible for all movements and/or accommodation of staff in the Project.
§ Supports, coordinates and supervises the Admin and Finance procedures in the projects (Kule/Gambella).
§ Ensures regular staff meetings, especially regarding HR-admin rules and policies
§ Ensure HR records & files are updated in a timely & accurate manner, safeguarding confidential information & with compliance to the Labour law. These should include contracts, cv, diplomas, job descriptions, probation period completion, evaluations, disciplinary actions, leave follow-up, family composition ….
§ Liaise with the legal advisor all court cases, providing supporting information needed to prepare the case and follow-up outcome
§ Coordinates and supervises procedures for payroll, controlling the payment of overtime, holiday earnings, as well as developing of the monthly payroll and the closing of monthly payroll.
§ Prepares declarations for monthly taxes (income and WHT) and employee/employer contributions, creating a file containing all data to comply with legal regulations.
§ Responsible for the staff EOC payments and related clearance and documents (final payments)
§ Ensures the monthly HOMERE reporting to Coordination and liaises with HR support in coordination in case of problems.
§ Plans and supervises the HR processes (recruitment, training/induction, evaluation, potential detection, communication) of the staff under his responsibility in order to ensure both the sizing and the amount of knowledge required and to improve the peoples capabilities).
§ Schedule, organize & participate in recruitment and selection process (i.e. obtaining approval, posting vacancies, screening, interviewing, and correspondence including maintaining a pool of potential candidates) with the relevant heads of department & project coordinators.
§ Does the induction for newly hires employees.
§ Follow-up all the disciplinary measures of the mission (give input in the warning letters)
§ Coordinates and supervises financial procedures, and checks that cash management procedures, the authorization matrix etc. are properly followed.
§ Responsible to monitor Kule/Gambella project expenses on a regular basis, to analyze variances, and report to project FINHR to decide on corrective actions if necessary,
§ Producing regular and adequate indicators to monitor financial health of Kule/Gambella project, to producing and sharing relevant cost analysis
§ Together with the FINHR responsible for assessing and mitigating the financial risks of the Project, ensuring that reliable internal control systems are in place, and financial ethics is respected within the Kule/Gambella project
§ Coordinates and check the BooX entries, and ensures the closing is correctly done by the projects. End responsible for timely closure of BooX and sending the hardcopy files to Coordination.
§ Checking and approving all entries in BooX. Use of proper receipts, correct approvals and all necessary documents.
§ Works closely with the finance team in coordination regarding Boox management, financial procedures and regulations.
§ Responsible to check that the administrative procedures related to taxes and timely payment of tax and social security obligations are followed, and comply with established legal procedures in the Projects:
Interested applicants should submit their non-returnable CV and application including photocopies of all supporting documents to the address given below:
Please Note that we only contact short-listed candidates.