Field Admin/ Fin Officer

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..

MAIN RESPONSIBILITIES AND TASKS

 ADMIN/HR

Team Support

·         Guarantee the respect of the administrative rules by the project staff, in close collaboration with the Admin Supervisor,

·         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.

·         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.

·         Assist in translation when needed.

·         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.

·         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 employeesCarry out all pharmacy related activities (stock control, station’s re-stocking, inventories, expired drugs, etc.) and other equipment of anaesthetic ward, doing special follow-up of narcotics and sedatives (register, consumptions, empty phials, etc.), ensuring enough stock-up and the good functioning to carry-out the medical activities. Draws up pharmacy orders according to needs.

·         Explain pay slips when questions arise in the field.

·         Preparation of incentive staff payments according to the seconded staff regulations..

Other

·         Assisting in translation of memos, staff questions, official meetings…

·         Supervision of domestic cooks and cleaners

·         Preparation of the roster

·         Evaluations

·         Supervision of request for cleaning and hygiene materials and cooking and other domestic compound supplies

·         Recruitment

·         Training

·         Monthly meetings

·         Liaises with Coordination to ensure all employees have valid MSF ID cards.

·         Keep information updated on NS 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, …)

·         Preparation of the monthly admin report.

·         Assist the HR department in any other files as per the needs.

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 Finance Supervisor.

·         Carry out transfer request to replenish the cash box.

·         Issue MSF Payment and receipts.

·         Managing the payment per diems and 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.

·         Makes sure that all legal financial requirements are respected in the payments (deduction of income tax, withholding tax, VAT, TIN numbers…)

·         Follow up all expiring rental contract date and inform the project coordinates in order to leave enough time to arrange a renewal or look for some other alternative. This include contract for premise and for rented vehicles, and any other contract signed by MDF.

·         Support operation (trainings) by finalizing venue and payments for periderms etc.. Following set financial procedures.

·         Support and brief field coordinates in monthly follow up of the expenditure and budget use of the project

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Please indicate the reference number in the subject of the email

We strongly encourage qualified women to apply.

Please note that only short-listed applicants will be contacted.