HR/Finance Coordinator Assistant

•       Following the HR Co’s instructions, supervise that the internal regulations are followed in the mission in order to ensure both tax and labour regulation compliance

•       Execute recruitment activities ensuring transparency and equity and issuing job offers conveniently in order to meet HR needs.

•       Inform all the new staff on Staff Regulations, HR policies and regulations and/or living conditions in order to facilitate staff integration and their security.

•       Execute, under the HR Coordinator supervision, employee contract related activities (file opening and formal documentation archiving, personal data updating, amendments, termination dates supervision, etc.) in order to ensure legal compliance.

•       Present and explain contract terms and the content of Internal regulation (rights and obligations) to newly recruited personnel in order to ensure legal compliance and local integration.

•       Collect the variable pay slip elements on Homere (paid holidays, sick leave, unpaid leave, etc.) in order to ensure accurate and on time payroll payment.

•       Supervise the payroll process, checking the list of employees and amounts payable (variable pay, taxes, social securities contributions, etc.) in order to ensure accuracy and on time payroll payment.

•       Follow-up cost of living on a regular basis.

•       Register applicants to training activities and help the HR Coordinator to evaluate the results in order to improve return on training expenditures.

•       Support the HR Coordinator to draw up annual holiday planning in order to schedule staff shifts and cover operational needs.

•       Supervise project budget execution in order to detect deviations and recommend corrections.

•       Organizes travel and files of all Staff arriving/departing the Mission, including International Staff documentation (visas, MSF card, Mission Orders, etc.), booking and purchasing plane tickets, keeping / renewing passports and organizing briefings / induction.

•       Ensure that all staff have valid work, stay, travel permits.

•       Ensures staff travelling through the capital is picked up, has appropriate papers and a place to stay.

Finance Tasks: 

• Supporting the Finance Coordinator with delegated tasks to ensure proper management in the mission (budget, accounting, treasury, reporting, donors, auditing procedures, legal financial obligations, etc.) including the translation of documents and assisting in meetings upon request
• Keeping updated on local laws and regulations and informing the FinCo of any changes or misalignment with the practices in place. Ensuring respect and strict compliance to MSF standards (chart of accounts, quality of documents, guidelines, expense validation procedures, cash security rules, etc.)
• Carrying out delegated accounting tasks and activities for the capital, ensuring confidentiality on all finance issues related to MSF as well as the strict control of all expenditures and the reliability of statements and documentation.
• Processing payments , ensuring that receipts and supporting documents meet the necessary quality standards.
• Filing and/or scanning hard copies of documents, entering information in the accounting software and performing monthly closing procedures for the journals under his/her responsibility
• Following up on rental/service contracts and insurances dates and informing the FinCo on time to organize payments and renewals.

When requested, replacing other members of the Finance/Accounting Manager or Project Administration Assistants during their absence

Education

Desirable, degree in finance, business or administration related studies.

Experience

•       Essential, working experience of at least two years in relevant jobs.

•       Desirable experience with MSF or other NGOs in developing countries. 

Knowledge of Homere and Uni-Field is preferable.