HR/Finance &Administration Manager

Introduction

Médecins Sans Frontières (MSF) translates to Doctors without Borders. We provide medical assistance to people affected by conflict, epidemics, disasters, or exclusion from healthcare. Our teams are made up of tens of thousands of health professionals, logistic and administrative staff - bound together by our charter.  Our actions are guided by medical ethics and the principles of impartiality, independence and neutrality. We are a non-profit, self-governed, member-based organization.

MSF was founded in 1971 in Paris by a group of journalists and doctors. Today, we are a worldwide movement of nearly 63,000 people.

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Rationale/Objective for position

Planning, coordinating and implementing HR, Admin and Financial activities and policies in the project according to legal obligations and MSF protocols, standards and procedures to provide quality, reliable and transparent information to the organization on the use and allocation of resources in the project and to realize the HR capacity required to achieve project objectives.

Tasks & Responsibilities

• In close coordination with the Project Coordinator (PC) and the HR Coordinator and Finance Coordinator, calculating, analyzing and monitoring the project's HR and Financial operational needs and the associated budget to efficiently ensure the required sizing and capabilities of the project and proper allocation of funds according to funding contracts. Proposing corrective actions when required.
• Planning, supervising and ensuring the implementation of, in close coordination with the HRCo, the associated processes (recruitment, training, briefing, induction, evaluation, potential detection, development and communication) of the project staff to ensure both the sizing and the amount of knowledge required. Supporting the project line managers in said processes to improve staff capabilities, their end results contribution to mission goals and to boost their active participation and MSF commitment.
• Advising on set-up and updating the project's organizational chart and job descriptions and assisting the PC, and/or team leaders and supervisors to draw up annual holiday planning and staff shifts to forecast HR needs and to ensure HR availability for the project activities.
• Ensuring hiring, amendments and contract termination formalities for employees at project level are according to local labour laws. Archiving and updating individual employee files, informing them on their rights and preparing all mandatory tax declarations, to ensure legal compliance. In close collaboration with the PC and HRCo, looking for the best options to avoid and/or solve possible labour conflicts in the project.
• Supervising/performing payroll procedures, ensuring that all data related to monthly salary calculations of the project national employees are correctly entered in Homere (days off, unpaid leaves, sick leaves, overtime, salary advance, etc.), to ensure on time and accurate salary payments. Under the supervision of the HRCo, ensuring the indexation process of the national staff salary grids are in order, to ensure internal equity, cost-of-living adjustments and the correct application of employment conditions in the project sites.
• In close collaboration with the PC and HRCo, implementing the administrative procedures of any Memorandum of Understanding (MoU) in force between local partners (e.g. Ministry of Health, etc.) and MSF.
• Implementing circuits and workflows (management of cash boxes, transfers, advances, purchase procedures, payment validations, follow-up of regular payments, bank reconciliation) to anticipate expenses at the project level and to optimize cash needs and its security.
• Implementing and supervising transactional procedures and systems to ensure transparent accounting practices and full documentary traceability (invoices, receipts, bank statements, etc.), following MSF guidelines and rules, and using the respective software in place. Ensuring and controlling the monthly and yearly accountancy closure and all HR, Administrative and Financial reporting of the Project (Homère and accounting software monthly closure, sitreps, etc.).
• Being responsible for all movements and/or accommodation of staff in the Project.

 Qualifications

• Education
• • ​University degree in Finance, management (business, HR) or administration.
    
• Experience
• • Essential, working experience of at least two years in relevant and similar jobs.
  • Desirable, working experience with MSF or other NGOs, in developing countries.
• Competencies 
• • Essential, mission language/Bilingual (English & French). 
  • Essential, computer literacy (word, excel, internet).
  • Desirable, HR and Financial MSF software (Homère, FFC, SAGA)
  • People Management.
  • Commitment  to MSF Principles.
  • Flexibility.
  • Results-oriented.
  • Teamwork.