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.

Accountabilities

MSF Section/Context Specific Accountabilities

Specific Responsibilities and Tasks:

1.     General knowledge of MSF and safety at work

o   Cooperates with colleagues from all departments

o   Is aware of activities of other departments and respects the rules and procedures

2.   Accounts & finance management

o   Ensure and responsible for the managing of the accountancy of the project according to MSF standard procedures and internal policies.

o   Ensure strict compliance with cash control procedures for each cash box/currency. Perform weekly cash inventory together with Field Manager, including reconciliation with the relevant accounting software. Only monthly cash counts together with scans of all receipts and exports from Bookkeeping software must be sent to Nairobi.

o   Investigate any cash difference and report to the hierarchical supervisor

o   Carefully follow up of Utility bills and recurrent expenses and maintain basic tables to analyse the cost. E.g. Rents, insurances, service contracts etc.

o   Scrutinize every single receipt before acceptance (suggestion: accept them, but liaise immediately afterwards w/ Field Manager). Check carefully that it is displayed properly, all required information is included, calculations and total are correct and supporting documents and signatures are valid.

o   Check if all invoices and receipts received are translated where necessary, stamped, codified and entered in the relevant accounting tool.

o   Proper filing of MSF receipts and sending them after the end of the month to Capital.

o   Make daily/weekly/monthly back up (as relevant) of accountancy files and data in the computer

o   During monthly accountancy closure, check every entry to ensure it is consistent.

o   Responsible to send the monthly money request and the reception of the money in the field, looking after exchange rates and money security, transport, procedures and routes.

o   Prepare the weekly payments documents and ensure all suppliers sign

o   Prepare weekly Cash Transfer Orders (payment to suppliers/service providers) and send it together with the scan documents to capital after through check.

o   Liaise with the money transfer company to pay employees and suppliers with prior instruction and approval of the capital Finance.

o   Ensure that Money transfer companies issue receipt for every payment.

o   Supervises and regulates payment to suppliers and report any improper transactions.

o   Ensure all requests for payments are supported by original invoices and documents and bear valid signatures.

o   Ensure that all advances are done according to the set procedures and are cancelled/closed in timely manner.

o   Ensure strict confidentiality on all cash or finance related information.

o   Oblige with the capital cost efficiency overview or any other overviews related to the remote management setup.

3.   Admin/ HR management

o   Support FIN/HR Manager in Nairobi for follow up of all the administrative tasks of the project, according to MSF standard procedures and internal policies.

o   Clearly understand the Internal Staff Regulations, Training Policy and Health Policy and make it available to all staff.

o   Ensure new and current staff are well briefed on all policy issues (Internal regulations, Medical policy, Training policy, MEMO’s, guidelines.), and ensure they receive the same from other technical referents.

o   Keep a clean registry of all national staff and update it when necessary both in Homere and in the personnel file: ensure all staff files are complete, including diploma, signed MSF charter, signed MSF contract, signed MSF job description, job evaluation, and employee information sheet. (the personnel file is kept in Nairobi; therefore originals have to be sent to the CMT in NBO).

o   Ensure the cabinet containing HR documents (such as leave follow up) are always locked and only authorized people (Field Manager) have access to it.

o   Follow-up (liaise with Coordination team in Nairobi), Employment contract, termination documents & other administration letter as per the Internal staff regulation.

o   Participate/support in annual leave planning and inform staff of their leave entitlements according to MSF Internal Staff Regulations.

o   Monitor paid and unpaid leaves for Homere payroll processing

o   Participate in the payroll processing together with PAM in Coordination and Fin/HR Manager in     capital by applying additional allowances and deductions as necessary.

o   In collaboration with the Fin/HR Manager finalise contractual agreements for casual workers in the project and make necessary payments.

o   Keep record of all movements of personnel to/ from the project.

o   Closely supervise domestic staff (cleaner & cook) and continuously evaluate their work.

o   Support FIN/HR assistant in capital in follow up of trainings/distance learning for national staff.

o   Report any changes in administration/HR issues to the FIN/HR Manager in the capital.

o   Responsible for requesting, monitoring, managing and reporting on office stock, in collaboration with Logistics.

o   Assist with translation of document from Somali to English and vice versa.

Additional Tasks

o   Be flexible and be able to assist with activities not included in this job description.

Requirements

Education

§  Essential Finance, business or administration Bachelor degree.

Experience

§  Essential previous working experience of at least two years in relevant jobs with INGOs

§  Desirable experience in MSF.

Language

§  Mission language and local language essential

Knowledge

§  Essential Proficient in Microsoft office (word, excel, internet). Desirable, experience in HR system (Homere), and Finance system (Unifield).

Competencies