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.

MSF Section/Context Specific Accountabilities

•  Médecins Sans Frontières Spain brings medical humanitarian assistance to victims of conflict, natural disasters, epidemics or healthcare exclusion in Ethiopia.

•  The Medical Emergency Response Team in which this position set is in charge of the surveillance of the country situation and the emergency humanitarian response.

•  In such context HR/Fin assistant is asked to move in any Ethiopian region according to the need of MSF assessment or intervention in response to a humanitarian need.

•  During these movements, HR Fin assistant is in charge of administrative activities which can also extend to basic logistic activities especially during assessments * in case no Log is present

•  File and update field contacts and correspondence (with other NGOs, UN agencies, local authorities, media, etc) in order to ensure information sources accuracy and its availability on regular basis.

•   Assist the Project Coordinator in the drafting of correspondences with authorities and counterparts (government officials, UN agencies, NGOs, etc.) in order to ensure fluent and accurate communication flows

•  Assist the Project Coordinator in Internal and External Communication sessions and events about MSF (for National staff, the Ministry of Health staff, as well as local authorities) in order to improve awareness and public opinion adhesion.

•  Ensures the continuity of relations with local actors and keeps updated the list of contacts.

•  Translate documents and act as an interpreter when needed

•   Regular reporting:

o   Use the MSF reporting tool during assessment.

o   Trace an itinerary for an intervention.

•   Remain flexible and follow supervisor instruction within the scope of the position

Education           Desirable finance, business or administration related diploma.

Experience          Essential previous working experience of at least two years in relevant jobs.

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

Languages          Mission language and local language essential

Knowledge         Essential computer literacy (word, excel, internet)

Competencies   •             Results

•              Teamwork

•              Flexibility

•               Commitment

•               Stress Management