JOB VACANCY – FIN/HR ASSISTANT – FULL TIME – 100%

Médecins Sans Frontières (MSF) is an international, independent, medical humanitarian organisation that delivers emergency aid to people affected by armed conflict, epidemics, natural disasters and exclusion from healthcare. MSF offers assistance to people based on need, irrespective of race, religion, gender or political affiliation. MSF is therefore guided by the principles of neutrality and impartiality. These principles must apply to all MSF staff.

Title: Admin Assistant

Direct Reports: FIN/HR MANAGER

Location: LIWALE – LINDI

MAIN PURPOSE

Execute administrative tasks and do follow up of project accountancy, according to administration manager’s indications and MSF procedures, in order to ensure legal compliance and keep a strict control over monetary resources.

ACCOUNTABILITIES

Finance

Domain internal FIN policies to make sure its implementation.
Cash management: in charge of planning, organise and follow-up cash needs on a daily and monthly basis, applying the highest control, transparency and compliance with procedures.
o Bank transfers: make sure all requests accomplish support documentation standards in order to plan the payment for suppliers, furthermore, apply punctual follow-up regarding pending papers to obtain once transactions are done (e.g. EFD receipts).

o Identify suppliers eligible for Withholding Tax retention, request Coordination the generation of pay slips and guarantee their payment before end of the month.

o Carry out all cash and bank transactions record into the accounting software and cross check with daily or weekly reconciliations to ensure registers are updated accurately, with support from the Fin&HR Manager and/or the Accounting Manager (ACMA) when necessary.

o Keep up to date the hard copy accountancy and gurantee its delivery to Coordination office at the beginning of next month.

Administrative and Human Ressources

Execute administrative and legal related tasks, under supervision of the FIN/HR MANAGER , checking payroll calculations and updating personal files in order to ensure accuracy, compliance and on time payments
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 FIN/HR MANAGER in order to leave enough time to arrange a renewal or look for some other alternative.
Assist the FIN/HR MANAGER in the prevision of monthly treasury and planning in order to ensure the coverage of daily needs, advances on salaries, payroll, etc
Make all administrative information available to the staff (posting, meetings, etc.),
Following up all contracts to inform on time the Projet Fin&HR Manager when there is a need to arrange a renewal, compile additional documents or updating essential information.
Support the Fin&HR Manager regarding the communication with suppliers, local authorities and other finance related third parties, assists the Fin&HR Manager in meetings upon request and translate documents into local language if necessary.
Support the FIN/HR MANAGER in translating documents into local language and make all administrative information available to the staff (posting, meetings, etc.), and
Additional Admin tasks delegated by the Project Fin &HR Manager.

Minimum Educational Qualification:

Diploma in Finance, Business or Administration.

Experience:

Minimum of 2 years experience in related position
Working with NGO is added avantage

Languages:

o Knowledge of both English and Swhili is mandatory.

People living with disabilities or minorities to indicate in their CV or Motivation letter
Female candidates are highly encouraged to apply.