Job Summery

Medicines Sans Frontiers (also known as Doctors without Borders or MSF) is a private, non-profit, international humanitarian medical organization that intervenes in emergencies and crisis situations to relieve human suffering resulting from unmet medical needs. MSF observes strict neutrality with respect to politics and provides its assistance without discriminating on the basis of race, religion, ideology, or political affiliation. MSF’s members are required to respect humanitarian principles and principles of medical ethics at all times.

 MSF-Holland in Ethiopia currently operates in three projects (Abdurafi / Midre Genet project in Amhara Region, Warder Project in Somali Region and Kule Project in Gambella region) with a diversified workforce.

Main Purpose / Job Summary: Planning, coordinating and implementing HR, Admin and Financial activities and policies in the project according to legal obligations and MSF protocols, standards and procedures in order 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

General Position Accountabilities:

• 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 in order 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 in order to ensure both the sizing and the amount of knowledge required. Supporting the project line managers in said processes in order 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 in order 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 labor laws. Archiving and updating individual employee files, informing them on their rights and preparing all mandatory tax declarations, in order to ensure legal compliance. In close collaboration with the PC and HRCo, looking for the best options to avoid and/or solve possible labor conflicts in the project
• Supervising/performing payroll procedures, ensuring that all data related to monthly salary calculation of the project national employees are correctly entered in Homere (days off, unpaid leaves, sick leaves, overtime, salary advance, etc.), in order to ensure on time and accurate salary payments. Under 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) in order to anticipate expenses at project level and to optimize cash needs and its security.
• Implementing and supervising transactional procedures and systems in order 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, stirpes, etc.)
• Being responsible for all movements and/or accommodation of staff in the Project
• Context-Specific Accountabilities

HR/Admin

• Supports, coordinates and supervises the implementation of HR/administrative procedures related to employment in the project.
• Manage & ensure HR records & files are updated in a timely & accurate manner, safeguarding confidential information & with compliance to the labor law. These should include contracts, cv, diplomas, job descriptions, probation period completion, evaluations, disciplinary actions, leave follow-up, family composition ….
• Liaise with the legal advisor all court cases, providing supporting information needed to prepare the case and follow-up outcome.
• Schedule, organize & participate in recruitment and selection process (i.e. obtaining approval, posting vacancies, screening, interviewing, and correspondence including maintaining a pool of potential candidates) with the relevant heads of department & project coordinator.
• Does the induction for newly hires employees.
•  Follow-up all the disciplinary measures of the staff (give input for warning based on discipline procedure of MSF)

Payroll

• Coordinates and supervises procedures for payroll, controlling the payment of overtime, holiday earnings, as well as developing of the monthly payroll and the closing of monthly payroll.
• Ensure that the preparations of declarations for monthly taxes and employee/employer contributions, creating a file containing all data to comply with legal regulations.
• Checks and follows up tax and labor regulations, providing support to the Finance Department in administrative matters under his responsibility, keeping him/her abreast of the employment and fiscal legislation in the country in order to ensure full compliance with local law and regulations across the mission.
• Final responsible for the staff EOC payments and related clearance and documents (final payments, ….) at project level.
• Ensures that, the monthly HOMERE report processing is done properly and sent to Coordination for verification and approval timely.

Finance

• Coordinate and oversee the monthly and yearly closing of registers and its balances, inform the superior about it for its consolidation, with the aim that the statement reflects the financial reality of the project. Ensure strict respect of deadlines.
• Ensure compliance to MSF guidelines, standards, policies, and procedures for the project: in particular financial standards and procedures, and engagement of expenditure (purchasing and payment procedures). 
• Responsible for quality and timely accounting for the project, both paper accounting (invoices and receipts, required support documents), and electronic data-entry (encoding in the accounting software), including consolidation and archiving of hard copies.
• Coordinate and ensure that the administrative procedures regarding taxes and social security system of the country are respected, to comply with established legal procedures in the country:
• Coordinate and ensure that the procedures governing money management are properly followed, that there is enough money for the smooth running of operations at all times and maintain as much control as possible about the security risks, in particular: Ensure correct management of cash boxes, maintain minimum levels of cash, set-up a solid advance follow-up systems,
• Anticipate the planned expenditure.
• Manage local bank accounts.
• Oversee relations with the country's banks including negotiations with banks.
• Organize system for paying suppliers, staff salaries, per diems.
• Ensuring that mid-month and monthly financial reports are done properly and send to coordination for verification.
• Is responsible to manage MSF financial accounting software / system at project level.
• In close coordination with the FinCo & his authorization, make opening periods/registers, handpost entries and right off cash differences.
• Briefs new expat on subaccount management issues

Other

• Ensure that all staff movements in the project are properly managed (flight, transport, accommodation, etc.)
• Responsible for the preparation of monthly HR reports/Situation reports (stirp).
• Manages, coaches, and develops the HR Assistant and Finance assistant under their supervision.
• Co-assess and participate on the procurement of supply and logistical need of the project
• Medical Cover: As per the organization’s policy

Hardship Allowance: 25% of salary with maximum amount of Birr 5,000 Terms of Employment :six month with possibility of extension

Job Requirements

Education:

Desirable, degree in finance, management (business, HR) or administration

Experience:     

• Essential, proven work experience of at least two years in relevant and similar jobs.    
• Essential, proven work experience of at least one year managing a team.                
• Desirable working experience with MSF or other NGOs, in developing countries

Language : Essential Mission Language

Knowledge: 

Desirable HR and Financial MSF software (Homère, FFC, SAGA)Essential computer literacy (word, excel, internet)

Competencies:

• People Management and Development L2
• Commitment to MSF Principles L2
• Behavioral Flexibility L3
• Results and Quality Orientation L3
• Teamwork and Cooperation L

How to Apply

Interested applicants should submit their nonreturnable and up-to-date CV and cover letter including clear photocopies of all supporting documents via any one of the below-mentioned locations.

 Please note that only shortlisted candidates with the required experience and qualifications as well as clear and validated documentation will be called upon to attend further assessment.

Sincerity of Declarations and Documents Submitted to MSF

Use of false documents to gain employment with MSF will lead to automatic cancellation from the recruitment process and if found after employment will lead to immediate termination.

Locations to Submit Applications only through blow link

•  Apply via Ethiojobs (http://www.ethiojobs.net/)
• Send an email to Abdurafi@oca.msf.org