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Admin Assistant

Medecins Sans Frontieres Spain

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Business

Business Administration

Position

2020-09-09

to

2020-09-18

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Job Description

Job Description

MAIN OBJECTIVE OF THE POSITION

   Execute administrative and Human Resources 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 the resources.

 RESPONSIBILITIES AND TASKS        

  •  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.
  •  Actively participate and support the supervisors during the entire recruitment processes
  •  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.
  • Actively participate and support the supervisors to terminate the employee contracts.
  • 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.

Job Requirements

Education   

• Desirable finance, Business Administration, Human Resources or related diploma.

Experience  

• Essential previous working experience of at least two years in similar positions.

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

Language  

• English B2 and Amharic are essential.

Knowledge  

• Essential computer literacy (word, excel and internet)

Competencies              

  •   Results           
  • Teamwork
  • Flexibility
  •  Commitment
  • Service
  •  Stress Management

How to Apply

All applicants should send a CV, a cover letter, educational records, work certificates and a copy of national ID.

Application can be submitted/sent:

 - in person, to MSF SPAIN Addis Ababa (please indicate on the envelope: the vacancy title and your name)

- by email to msfe-addis-HR@barcelona.msf.org (please indicate on the subject box: the vacancy title and your name)

 PLEASE NOTE THAT BECAUSE OF COVID MOUVEMENT RESTRICTIONS, APPLICATION FILES GIVEN PHYSICALLY TO ANY MSF SPAIN OFFICE OUT OF ADDIS ABABA WILL NOT BE CONSIDERED. PLEASE SCAN AND SEND BY EMAIL.

 Posting date: 9th of September 2020

Closing date: 18th of September 2020

 MSF Spain promotes the EQUITY, DIVERSITY & INCLUSION.

We strongly encourage women and people with reduced mobility (able to work in remote places) to apply.

Incomplete applications will not be accepted.

Please note that only short-listed applicants will be contacted.

Copies of CV + supporting documents are non-returnable. Phone calls are not allowed.

APPLICATIONS WILL BE REVIEWED ON ROLLING BASIS and POSITION COULD BE FILLED BEFORE THE CLOSING DATE.

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