The FIN/HR Assistant is supporting the FIN/HR Manager by executing administrative tasks and following up the project accountancy and human resources, according to the instructions and MSF procedures, in order to ensure legal compliance and keep a strict control over monetary resources at field level.
Responsibilities include but not limited to:
Support line managers in recruitment and hiring process, ensuring administrative and legal accuracy
Prepare employment contracts in conformity with legal requirements including specific amendments, when necessary, in order to ensure local labour and fiscal law compliance.
Create an administrative file for all new staff: hard copy and soft copy for Homere with attachments required.
Brief new employees on HR policies and regulations and plan the schedule of the briefing with other line managers.
Track end of contract dates and bring them to the attention of Administration Manager.
Keep physical file with attachments required, compile and update them anytime in order to ensure accuracy and compliance.
Enter data into the Homere and keep them up to date in order to facilitate HR processes management.
Draw up monthly pay slips for all staff, edit and update 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.
Assist the line managers to draw up the annual leaves plan.
Check on weekly basis daily worker forms to facilitate a quick payment at the end of the month.
Execute administrative and legal related tasks, under supervision of the Administration Manager.
Make all administrative information available to the staff (posting, meetings, etc.)
Manage with FIN/HR Manager, accommodation facilities, maintenance and related services for visitors in order to ensure MSF standards of living.
Implement cash management procedures in order to ensure the highest control and security and ensure cash availability.
Maintain updated the account books (Cash book and advance book) as per MSF standards and procedures on a daily basis.
Do a weekly and monthly inventory with the FIN/HR Manager.
Receive and check the invoices and receipts, ensuring their coherence and conformity, the approval by the line manager or supervisor and the respect of purchasing procedures as per MSF policy in the mission.
Classify accounting documents in folders as per MSF standards by ensuring all receipts are signed by the relevant Manager, destination of the expense is indicated, and MSF accounting stamp is filled-in appropriately.
Record the invoices (expenses) and any unclosed advance in UNIFIELD on a regular basis using the MSF accounting guidelines, the budget and the project allocation chart as reference.
Assist the FIN/HR Manager in the preparation of monthly treasury and planning to ensure the coverage of daily needs, advances on salaries, payroll, etc.
Participate in meetings and/or trainings as appropriate, as requested by FIN/HR Manager, and as scheduled by MSF departments and/or MSF project schedules. This includes but is not limited to MSF internal meetings and/or trainings, and local, regional, or international meetings and/or trainings.
Replace the other FIN/HR Assistant in case of absence or help/assist her/him in case of affluence and according to the workload.
Qualifications & Requirements:
Education:
Degree/ Diploma in finance, business or administration related studies
Experience:
Essential : Minimum 2 years of demonstrable working experience in Finance and Human Resources
Desirable experience in MSF or other NGOs in developing countries
Languages: Essential local languages, Kiswahili and English
Competencies/Skills:
Adherence to MSF principles; Results and detail-oriented, service, team player, committed and flexible.
Applicants MUST be Kenyan nationals and have the necessary statutory documents (ID, NSSF, NHIF, and a PIN certificate).