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Organization: Médecins Sans Frontières
Country: Kenya
Closing date: 31 Dec 2015
Administrative and Finance Assistant to be based in Nairobi, KENYA
Starting date: Late January 2016
Duration: Open ended contract
Reporting to: Human Resources Coordinator
GENERAL CONTEXT
Médecins Sans Frontières is an international independent medical-humanitarian organization, which offers assistance to populations in distress, to victims of natural or man-made disasters and to victims of armed conflict, without discrimination and irrespective of race, religion, creed or political affiliation.
The MSF movement is built around five operational directorates supported by 23 sections and offices worldwide. MSF OCBA is one of those directorates. The operations are implemented by field teams and the mission coordination teams; together with the organizational units based in Barcelona, Athens and decentralised in Nairobi, Dakar and Amman. The field operations are guided and supported by 4 Operational Cells, the Emergency Unit and other departments supporting operations.
Main objectives of the position
The position of the finance and administrative assistant is meant to facilitate the smooth running of MSF activities and support the administrative and financial work of the Nairobi unit. It is a position meant to support the office and HR Coordinator and the finance manager. All tasks shall be executed in good order to ensure the correct functioning of the unit
Overall responsibilities
· Follow MSF standards rules an procedure in relation to HR, Administration and finance
· To assist the HR coordinator in Human Resource management and general administration
· To assist the finance manager in finance and accountancy
· The position will focus 60% on HR and Administration and 40% on finance and accountancy
Tasks and responsibilities
1. Human Resources and administration management
· Close follow up on legislative/legal context affecting Human Resource management
· Employee files (Kenyans and non-Kenyans staffs)
Preparation and updating of employees files
Collaborating with the travel officer on new contracts and travels to and from the unit
Follow up on leave planning and consolidation of information for the whole unit
Preparation of new forms and ending forms for new or staffs who have ended their contracts.
Ensure POL is in place for all the staff in the Nairobi unit.
Updating files to comfrom with adminstrative, legal and statutories requirements
Follow up of movements by the team in the Nairobi unit.
Update/ keep documents needed in the employee files
Proactively collaborate with other assistants in other sections to see how work and process can be improved.
· Plan, coordinate and facilitate proper induction of new staffs in the unit.
· Collabrate with the cell to track and plan briefing and debriefing through the Nairobi unit. This to be done in close consultations with travel officer.
· Ensure leave planning by all staffs in the unit.
· Preparation of monthly payroll and ensure deduction of statutory requirements e.g. PAYE, NSSF, NHIF etc
· Upload a backup of the Homere payroll in to the systems on monthly basis (filezila)
· Keep track of growth (in salaries) of staff within unit´s band system
· Track inflation rates and do cost of living analysis
· Assist in providing administrative support in the unit (as agreed with OHRCO) e.g. recruitment, training
· Follow-up renewal and updating of staff contracts.
· Oversee the management of Guest House and Office assistant.
· Follow up management, updating and renewal of insurances: medical, WIBA, GPA.
· Support the opening, maintaining and closing of utility accounts.
Ensure guest house is utilize properly
Analyze feedback from guest and see house services of guest house clients can be improved.
Supervise the office cleanliness
Ensure office administrative needs are met
· Filing and archiving of all HR and administrative files
· Update the HRMIS systems as and when need arises.
· Assume administrative role during evacuations of staffs from the field (give admin support during hospitalization, movements etc)
· Information sharing with Barcelona (inform BCN new staffs recruited, public holidays, whats new in the Nairobi unit etc etc)
2. Accountancy
· Book keeping
Revision of all receipts (quality and accuracy) and suppliers payments
Physical presentation of receipts on heading papaet and description filing
Electronic entries (as defined by the finance manager) in to SAP
Helping with filing, photocopy and scanning of financial documents
Revision and preparation of cash journals
Filing of invoices
· Cash management
Responsible for the petty cash box and daily payments of cash
Responsible for cash advance and follow up with logisitics, displacement unit, cell and other positions that might need advance
Follow up of phone call reimbursements
Money request. Preparation of monthly forecasting and identification of cash needs.
Close collaboration with
Payments of per diems, food allowance
3. Others
· Work closely with the protocol office e.g.
Follow up movements of expatriates, capture data and produce reports in line with government ministry requirements
Produce employee reports in line with/ as demanded by relevant government ministries in Kenya.
· Collaborate with the travel department in the unit
Ensure staffs coming through the Nairobi are properly taken care of
Identify opportunities for service improvement in taking care of clients coming through Nairobi
EDUCATION AND EXPERIENCE
• Relevant Degree from a recognized university
• Diploma in Human Resource management or CPA II
• Minimum of 4 years’ experience in Administration and HR related field
• Good working experience/collaboration in Finance
• Experience with MSF will be an added advantage.
• Knowledgeable of and interested in the international humanitarian context
• Good IT knowledge
• Experience in payroll and compensation management
• Good understanding of the HR legal environment in Kenya.
• Membership of a professional regulating body
COMPETENCIES
· Commitment to MSF’s Principles
· Flexibility
· Stress Management
· Cross-cultural Awareness
· Analytical Thinking
· Results and Quality Orientation
· Service Orientation
· Planning and Organising
· Teamwork and Cooperation
· Initiative and Innovation
How to apply:
Applicants should send their
curriculum vitae and cover motivation letter by December 31st, 2015 under the reference “**Administrative and Finance assistant** ´´ to:
MSFE-RRHH-NBO@barcelona.msf.org
MSF will contact only short-listed candidates.
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