Task and Responsibilities

•           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

Finance:

•   Handling Cash Box (payments, encoding, follow up with suppliers & staff when it’s needed).

•   Ensure that monthly accountancy closure is taking place and controlled with due quality and on due time with support of FAM.

•   Scan all the accounting document in accordance with set standard and upload in the digital desk.

•   Monitor cash advances by ensuring that MSF rules and protocols are followed, and the amounts advanced duly refunded.

•   Carrying out all accounting tasks and activities, classifying, preparing and filing of all accounting pieces

•   Ensure all receipts meet MSF requirements (deadlines, information, signatures ...)

•   Guarantee the quality check on project accounting, correct encoding of salaries, follow-up and matching of internal transfers and advances

•   Other finance related tasks upon request

HR:

•   Follow up on stationery stock of facilities and preparing monthly stock release from the stock to facilities and three months orders for the stock.

•   Prepare briefings schedule for newly hired staff and briefings/debriefings plan for intl. staff

•   Prepare per diem sheets for national and international staff

•   Follow up daily worker attendance and payment

•   Supervise cleaners for office and guesthouses

•   Maintain high standards of quality, organise and coordinate the activities of team supervised (week’s schedule, annual leave, absences, etc.), communicate with the HR Admin department all relevant information in due time, evaluate performance, define and ensure the needs for

•   Other administrative tasks upon request