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RESPONSIBILITIES AND FUNCTIONS
Human Resources Administration
§ Advise Project Coordinator on set up (org chart) and together with the Project 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.
§ Supervise/perform payroll procedures, ensuring that all data related to monthly salary calculation of national employees of the project are correctly entered in “Homere” software (days off, unpaid leaves, sick leaves, overtime, salary advance, etc.), in order to ensure on time and accurate salary payments.
§ Under supervision of the HR Coordinator, ensure 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 HR Coordinator, 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 HR Coordinator, 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 HR Coordinator, looks for the best options to avoid and/or solve possible labour conflicts in the project. Seek approval from the Field Coordinator and the HR Coordinator for any disciplinary measure (warning, dismissal) and for all settlements.
§ 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.
Finance and Accounting
§ Together with Project Coordinator and the different departments, prepares the draft of the Annual budget and its subsequent revisions.
§ 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 propose corrective action.
§ 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 charge of the accountancy training in the project, i.e. to train the Finance officer who have to deal with accountancy and money administration. Training on the mission’s specific allocation guide. Identifying errors and helping to resolve them.
Contract management
· Responsible for rentals of local premises including rental contracts, payments, guarantees, etc., under the supervision of Project Coordinator. Is responsible for local insurances contracts (if any).
§ Ensures all HR, Administrative and Financial reporting of the Project (Homère and FFC softwares/ monthly closure, sitreps, etc.).
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