Accountabilities            

•           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 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.

•             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.

Finance Management

• Support the management of project finances in accordance with MSF policies, procedures, internal controls, and Somalia Mission guidelines.

• Review all payment requests to ensure they are properly authorized, supported by valid documentation, and compliant with MSF financial procedures.

• Prepare and follow up payment requests for staff, suppliers, and service providers through approved banking and money transfer channels.

• Monitor the status of transfers and ensure proof of payment is obtained, reconciled, and appropriately filed.

• Report and follow up any payment discrepancies, delays, rejected transactions, or irregularities with the relevant stakeholders.

• Review, code, and accurately record all financial transactions, invoices, receipts, advances, and supporting documents in Unifield, ensuring completeness, accuracy, and timely data entry.

• Ensure all accounting documents are properly translated (when required), stamped, coded, filed, and attached to the corresponding accounting entries.

• Support monthly accountancy closure by ensuring all transactions are correctly recorded, reconciled, and supported by complete documentation.

• Maintain accurate accounting records and ensure finance documentation is submitted to Coordination according to established deadlines.

• Monitor recurrent expenditures and contractual obligations (rent, utilities, communications, service agreements, etc.) and maintain relevant tracking tools.

• Follow up staff and supplier advances to ensure timely justification and closure in accordance with MSF procedures.

• Maintain secure electronic and physical filing systems and perform regular backups of financial records.

• Support budget follow-up, treasury forecasting, financial reporting, and any financial analysis requested by the FIN/HR Manager.

• Ensure strict confidentiality of all financial information and compliance with MSF anti-fraud and internal control requirements.

• Prepare payment requests on the online banking payment portal and inform signatories to validate the payments.

• Prepare monthly cash forecasts to be sent to coordination office, for bank and mobile money payments.

• Responsible for making mobile money payments in accordance with the policy.

Human Resources & Administration Management

• Support the implementation of HR and administrative procedures in accordance with MSF policies, Internal Staff Regulations, and applicable labour requirements.

• Maintain accurate and up-to-date employee records in Homere and ensure all personnel files contain the required supporting documentation.

• Ensure personnel files are complete and updated, including contracts, amendments, job descriptions, evaluations, behavioural commitments, identification documents, qualifications, and any other required records.

• Support recruitment, onboarding, contract preparation, contract amendments, and end-of-contract administrative processes in coordination with the HR team.

• Monitor staff attendance, leave balances, absences, staff movements, and other HR data required for personnel administration and payroll processing.

• Support monthly payroll preparation by ensuring HR data, allowances, deductions, and supporting documentation are accurate and submitted within established deadlines.

• Follow up employment contracts, administrative letters, contract renewals, and termination documentation in accordance with MSF regulations and procedures.

• Ensure staff are informed of relevant MSF policies, procedures, and administrative regulations and support administrative briefings for newly recruited staff.

• Support annual leave planning for both MOH and MSF and monitor staff entitlements in accordance with MSF Internal Staff Regulations.

• Maintain the confidentiality and secure storage of all HR and personnel information.

• Coordinate administrative reporting, documentation, and communication between the project and Coordination teams.

• Monitor office and administration-related supplies in collaboration with Logistics and ensure adequate stock levels are maintained.

• Provide translation and interpretation support for administrative and HR matters when required.

• Collaborate effectively with all departments and contribute to the implementation of MSF policies, security rules, and operational procedures.

• Perform any other finance, HR, or administrative duties assigned by the line manager according to operational needs.

Requirements:

If you meet the above requirements, please apply through the link attaching your CV & motivation letter as a single file by 23^rd August 2026 .under the subject “FINANCE & HR ASSISTANT”. The detailed advertisement and application portal can be accessed via the following link: https://ko-hr.kenya.msf.org/jobs

                        Female candidates are highly encouraged to apply

                        Only shortlisted candidates will be contacted.

                                                            (MSF is an equal Employer and does not charge any application/recruitment or training fee)