Human Resources / Finance (HR/FIN) Assistant at Medecins Sans Frontieres (MSF) - France

Médecins Sans Frontières is a private, non-profit international humanitarian organization dedicated to providing medical assistance to populations in crisis, without discrimination and regardless of race, religion, gender, creed, or political affiliation.

We are recruiting to fill the position below:

Job Title: Human Resources / Finance (HR/FIN) Assistant

Location: Maiduguri, Borno
Employment Type: Contract
Contract: Fixed Term
Opening Date: March 28, 2025
Working Hours: 208 working hours per month. 

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.

Job Description

• Execute administrative and legal related tasks, under supervision of the Administrator Manager, checking payroll calculations and updating personal files in order to ensure accuracy, compliance and on time payments.
• Implement cash management procedures in order to ensure the highest control and security and ensure cash availability.
• Prepare employment contracts in conformity with legal requirements including specific amendments, when necessary, in order to ensure local labor 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 Administration Manager in order to leave enough time to arrange a renewal or look for some other alternative.
• Assist the administration manager in the prevision of monthly treasury and planning in order to ensure the coverage of daily needs, advances on salaries, payroll, etc.
• Process the payment to suppliers and keep strict on all documentation involved, informing the administration manager 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.
• Make all administrative information available to the staff (posting, meetings, etc.)
• Classify and prepare all accounting pieces as requested by the Administration Manager.
• File the accounting documents and enter the accounting pieces in the accounting software, with the support from the Administration Manager and/or the Accounting Manager (ACMA).
• Support the Administration Manager in translating documents into local language. Assists the Administration Manager in meetings upon request.
• Ensure sufficient flow of information - memos, forms, emails on updated templates are printed, shared and available on the noticeboard and cupboard
• Take over the activities of the Finance assistant in her absence
• Participate in the drafting of the HR SITREP
• Support the Admin manager in recruitment process- post adverts, invite candidates for tests, supervise the test
• Update the project organogram and submit it to the HR/Finance Manager for validation
• Participate in the elaboration of the Sitrep HR, HR Need of the project.
• Go to the hospital at least 3 times a week to support the supervisor in understanding HR procedures and to answer all employees' queries within the limits of his/her responsibilities
• Verify the rosters under the supervision of the HR/Finance Manager
• Report to her/his supervisor any issue.
• Follow up with movement tracker and prepare welcome documents for the arrivals
• Update the room allocation follow up sheet with the Administration manager’s instruction
• Respect the confidentiality of the information obtained as part of her/his work
• Manage cash box and cash related activities in the absence of Finance assistant.
• Ensure monthly payment of all employee contributions in time specified by state/Country and Coordination Eg.FIRS and BIRS
• In the absence of HR Assistant, enter data into the HR database and personal files and keep them up to date in order to facilitate HR processes management.
• In the absence of HR Assistant, prepare employment contracts in conformity with legal requirements including specific amendments, when necessary, in order to ensure local labor and fiscal law compliance
• Ensure the cash hours are respected unless otherwise validated by Admin Manager.
• Any other administrative task delegated by the Project Admin/Finance Manager.
• Ensure timely closure of accountancy at the end of every accountant period.

Requirements

• Education: Desirable Finance, Business or Administration related diploma
• Experience:
  • Essential previous working experience of at least two years in relevant jobs.
  • Desirable experience in MSF or other NGOs in developing countries.
• Languages: Fluent English (oral and written English), Hausa, Kanuri are Essential
• Knowledge: Essential computer literacy (word, excel, Microsoft outlook) Homere, UNIFIELD.

Competencies:

• Results
• Teamwork
• Flexibility
• Commitment.
• Stress Management.

Renumeration
According to MSF salary scale plus 13th month allowance equivalent to 1 month of gross salary.

Application Closing Date
6th April, 2025.

How to Apply     
Interested and qualified candidates should:
 Click here to apply online

Note

• Qualified females are highly encouraged to apply.
• Only successful applicants will be called for the next steps and are obligated to disclose any information about family member(s) currently in the employ of MSF-France in any location.
• No monetary transactions, neither demands of favours in kind, nor other types of favouritism will be tolerated in the MSF recruitment process.
• MSF reserves the right to refuse to hire a candidate having benefitted from any such acts. All illicit demands may be pursued through the judicial system.
• MSF is an equal opportunity employer and encourages any Nigerian citizen to apply irrespective of race, gender, religion, creed, political affiliation.
• Dual Employment is considered gross misconduct and hence not acceptable.
• MSF reserves the right to cancel any step or whole of the recruitment process at any stage.
• MSF France takes this opportunity to thank all potential candidates for their application.