Finance & Administration Assistant at Medecins Sans Frontieres (MSF)

Médecins Sans Frontières (MSF) is an independent international medical humanitarian organisation that delivers emergency aid in more than 60 countries to people affected by armed conflict, epidemics, natural or man-made disasters or exclusion from healthcare.

We are recruiting to fill the position below:

Job Title: Finance & Administration Assistant

Reference No.: 0205_ABJ16
Location: Abuja
Working hours: Mon - Fri (8am to 5.30pm)
Grade level: 6

Position in the Organization Chart

• Hierarchically and functionally accountable to the Human Resources Coordinator
• He/she will work in close collaboration with the Accountancy Manager and Personnel & Admin Manager.

Main Objective of the Position

• 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.
• To assist in the managing of the national staff, observing the Internal Regulation and legislation, and undertaking administrative tasks for the employees.
• To guarantee quality and transparent accounting; cash and bank account management
• To support in other daily or monthly tasks (reports, etc…)

Responsibilities and Duties
Administration:

• Execute administrative and legal related tasks, under supervision of the Personnel &Admin Manager (PAM), 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.
• To assist the PAM in ensuring that the national staff understands and follows the Internal Regulations, Medical and Training policy. And also that there is a comprehensive implementation of administrative procedures following the MSF Standards.
• To assist in staff recruitment according with the legislation in force, and to ensure that the new member recruited gets proper induction on MSF procedures.
• To follow-up and update the attendance, advances, leaves, contracts, evaluations, training and staff files with utmost discretion and make sure that the supervisors have understood this process.
• To keep informed the Personnel & Administrative Manager (PAM) of any changes related to the Labour Act or Tax Law and to communicate any eventual irregularity.
• Update Social security & Tax office employee files in order to meet legal requirements and duties.
• 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.
• Make all administrative information available to the staff (posting, meetings, etc.)
• To work in coordination with the PAM to make sure all the arrangements for travelling and accommodation of expatriates are done accordingly.
• To carry out administrative briefing/debriefing relevant tasks related to staff’s movements
• Support the Personnel &Admin Manager in translating documents into local language when the need arise as well as assist in meetings upon request.

Finance:

• Process the payment to suppliers and keep strict on all documentation involved, informing the Accountancy Manager (ACMA) of any sort of disparity.
• Carry out all accounting tasks and activities in order to ensure strict control of all expenditures and the reliability of statements and documentation with support of the Accountancy Manager (ACMA)
• Implement cash management procedures in order to ensure the highest control and security, and ensure cash availability
• To manage the petit cashbox for the daily payments to ensure the proper running of the project while ensuring the quality and transparency of the accountancy.
• To assist the ACMA in the monthly cash forecasting, budget follow up revision and annual action plan.
• Classify and prepare all accounting pieces, file the accounting documents and enter the accounting pieces in the accounting software, with support from the ACMA

General:

• To follow-up and report any evolution on the legislation that will go into force that could affect the organization or its staff
• To assist the Coordination Team on monthly SITREP for the Mission on administration and Finance undertakings during the month.

Requirements

• Education: Desirable degree in Business or Administration, Finance or other related studies
• Languages: Mission working language essential, Country official language(s) : oral and written
• Experience: Essential working experience of at least two years in relevant jobs; Desirable experience with MSF or other NGOs; Desirable working experience in developing countries
• Knowledge: Essential computer literacy (Word, Excel and Internet)

General Requirements:

• As a humanitarian organization involved in emergency programs all national and international MSF staff is expected to be flexible and available for emergency response activities.
• S/he should be willing to undertake other tasks as necessary and not specified in the job description, supporting the mission activities in the response to potential emergencies and cover HR gaps or needs at field level.
• Besides the specific tasks described in this job description, the employee is obliged to know, accept and fulfil all the covenants and stipulations defined by the MSF Charter and the Internal Regulations for National Staff applicable to MSF-Spain Nigeria Mission.

Required Skills:

• English spoken and written.
• Good computer skills (excel, word, outlook is an advantage).
• Capacity to work as a team, respectful and good working attitude.
• Organization and planning skills, initiative and proactive.
• Committed to humanitarian principles.
• Due to the nature of MSF operations, flexibility is indispensable and unavoidable.
• Committed to humanitarian principles.
• Sensitive and respectful of religious and cultural differences:
• Identification with Humanitarian, Cross Cultural Awareness, Self-Control, Quality and Results Orientation, Commitment, Stress Management.

Salary

• As per the MSF salary scale (national contract).

Application Closing Date
Not Stated.

Method of Application
Interested and qualified applicants should send their CV's and motivation letter either by email to: [email protected]
OR
In person to:
MSF Office,
Road 131 House 10 Gwarinpa Housing Estate,
Abuja.

Note: Only short-listed applicants will be contacted.