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

• 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.


• Ensure encoding in Unifield is done on a daily basis and updated as required.


• Prepare the weekly or monthly cash and bank reconciliation.


• Ensure all specimen of signatories for SKID and technical referent are up to date and/or changed if needed.


• Send requests to the Bank for the transfer of funds or transfer for payments after approval of SKID Finance Manager.


• Respect validation table and procurement procedure


• Make sure that all documents needed are in the staff file (contracts, job descriptions, ID documents, certificates, acceptance for local staff, disciplinary process, etc.), organize the files in a proper and clear way.


• Make sure that all needed documents from staff files are scanned and kept in a safe and proper place and properly organized.


• Organize the recruitment files (archiving) and ensure that the old ones are destroyed (more than 2 years old)

Requirements

Education

• Essential: Degree finance, business or administration-related diploma. (Certified Public Accountants) preferable

Experience

• Essential: Previous working experience of at least two years in relevant jobs. (minimum 2 years)


• Desirable: Proven experience in MSF or other NGOs in developing countries.

Languages

• English Essential & Kiswahili desirable

Knowledge

• Essential: Computer literacy (word, excel, ERP)


• Desirable knowledge of UniField and Homere software

Competencies

• Results and quality orientation, teamwork and cooperation, flexibility, respect to MSF Principles & Stress Management

Duration : 12 Months (with 3 months’ probation period) renewable based on performance)

Deadline for application: 13th March 2022