The main purpose of the Position

Execute administrative tasks and do follow up of project accountancy, according to administration manag-er’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 

• Supervises cleaners and cooks in the office and guesthouses.

• Ensure all the office and guest house rooms, including toilets and showers, are well cleaned and equipped with the necessary materials like toilet paper, hand washing soap, other detergents used for toilets, etc.

• Facilitate, organize, and follow-up the accommodation for national staff who come from the projects, international staff, and visitors and make sure all the necessary materials are in the room.

• Make a periodic inventory of kitchen utensils and materials to identify the missing, broken, or, obsolete and take the necessary measures.

• Follow the movement table every day and update the movement follow-up table for airport pick-ups and drop-offs.

• Prepare and send flight booking requests for the staff departing from/coming to the project and ensure the passenger/s receive the flight ticket on time as needed.

• Support the Flying HR Manager with preparing new vacancy announcements, collecting and organizing the application documents, and inviting the candidates for written tests and interviews.

• Organize the written test or interview room in consultation and collaboration with Logistics Unit. 

• Managing office stationery supplies, and guest house hygiene items, placing orders on time to avoid running out of stock.

• Draft memos and letters when requested by his/her line manager and also translate them into the local language when needed.

• Responsible for all clerical and administrative-related tasks.

• Perform other HR/Finance tasks as necessary.

Job Requirements

Required Qualifications and Professional Experience

• Education: Essential Accounting and finance, Human resource Management, business or ad-ministration-related Degree.

• Experience: Essential 2 years minimum of previous relevant experience in a similar role in MSF or Other NGOs. 

• Language: Essential English language (B2-Level); Knowledge of Other local languages is a plus.

How to Apply

If you are interested, please send your National ID, CV, and cover letter (not more than one page) with “MEET – Fin/HR Assistant” position written in the subject line through THIS LINK or via email MSFOCB-ERecruitment@brussels.msf.org

Deadline: March 21, 2025. 

Incomplete applications will not be accepted.

Only short-listed candidates will be contacted.

MSF values diversity and is committed to creating an inclusive working environment. We welcome applications from all qualified candidates regardless of disability, gender, marital status, race, color, or ethnic and national origins, religion, or belief. 

The protection of your personal data is important to MSF. By submitting your application, you consent to MSF using your personal data. 

Female applicants are highly encouraged to apply!