Salary: As per the MSF salary scale (national contract)
MAIN PURPOSE
Execute administrative, HR and financial tasks, according to administration supervisor indications and MSF procedures, in order to ensure correct implementation of employee and contract management in the project.
ACCOUNTABILITIES
ADMIN/HR
Contract Management & Payroll
· Ensure that all staff administrative files are completed and kept according to procedures; guarantee their proper filing and confidentiality of the employees’ personal data.
· Ensure registration/cancellation of employees into the pension scheme.
· Follow up and anticipate end of contracts and renewals, and prepare all necessary documents.
· Follow up of the clearance procedures of end of contract employees.
· Prepare the monthly payroll; explain pay slips when questions arise.
Team Support
· Guarantee the respect of the administrative rules by the project staff.
· Ensure that all travels from field – project are organised together with the coordination.
· Assist department heads and supervisor in the drafting of their annual holiday plan and follows up the balance of outstanding leaves in the project and anticipates when necessary.
· Make the administrative follow-up of staff sick leave, annual leaves and other and ensure all documentation is completed timely and according to the procedures.
· Keep information updated on Training, record trainings done in order to be able to provide accurate information at any time.
· Make sure all admin documents are easily available in sufficient quantities to facilitate admin procedures (leave forms, employee file forms, …)
Recruitment and induction
Support the project in recruiting people:
· Drafting and publishing of job offers according to the established procedures.
· Collect CV’s and make practical arrangements for the interview/test.
· Provide the selected staff with administrative and practical information about the employment framework before contract signature.
· Ensure that all new employees are sufficiently briefed by all departments and make general admin briefing on HR policies for all new employees.
Other
· Assist in translation (oral/written) when needed: memos, staff questions, official meetings…
· Supervision of the Cook/Cleaner
o Preparation of the roster
o Evaluations
o Supervision of request for cleaning and hygiene materials and cooking and other domestic compound supplies
o Recruitment
o Training
o Monthly meetings
· Prepare the monthly admin report.
· Follow up all expiring rental contract dates and inform the Project Coordinator in order to leave enough time to arrange a renewal or look for some other alternative. This includes contracts for premises and for rented vehicles, and any other contracts signed by MSF.
· Support operations (trainings) by finalizing venue and payments for per diems etc following set financial procedures.
FINANCE
· Perform coding and record cash transactions in the daily cash book according to the accounting procedure and software.
· Check the validity of the invoices and that identification codes are correct.
· Check the documentation and authorization to withdraw money from cash box (following authorization and approval procedure of the mission).
· Control and monitor cash payments/income from the cashbox.
· Make daily cash count for balance checking purpose and investigate the possible differences and their causes.
· Perform monthly reconciliations with the supervision of Project Coordinator.
· Carry out transfer request to replenish the cash box.
· Issue MSF Payment and receipts.
· Managing the payment of travel allowances.
· Follow-up cash advances and ensure they are duly refunded.
· Prepare payments of salaries and allowances.
· Establishes and follows up a planning of the timely payments (utilities, communication, ...)
· Preparation of the financial documents for timely monthly sending to Coordination office.
· Makes sure that all legal financial requirements are respected in the payments (deduction of income tax, withholding tax, VAT, TIN numbers…)
· Participate in budget preparation and reviews.
· Support & brief Field Coordinator in monthly follow up of the expenditure and budget use of the project.
Requirements | |
Education | · Degree in Administration, Finance or Human Resource Management |
Experience | · At least two years of relevant work experience in the similar position, desirably with MSF or other INGO. |
Languages | · Good command of English(both written and spoken), Oromiffa and Amharic |
Knowledge | · Excellent computer skills (Excel, Word…) Previous experience in operating Advanced HR Management and Accounting Soft wares is an added Advantage |
Competences | · Highly Organized, Ability to prioritize and Handle multiple tasks |