2 years’ assignment (career path position with potential mobility within this assignment and joining the International Mobile Staff Pool after).
Key Responsibilities:
Legal and administrative management
• Ensures the good management of all the contracts (employees, lease agreements, car rental, insurances);
• is the contact person with the lawyer and tax consultant if relevant.
• Follows the court cases or the legal procedures with the lawyer, if delegated.
• Ensures all the fiscal, social, labour laws are followed and respected in all the administrative issues of the mission.
• When needed, participates in the negotiations for the signature of agreements, MoU, contracts and ensures the legal requirements and the MSF procedures are respected.
• Is the contact person for all the authorities for administrative related contacts (Ministries, local authorities for fiscal, legal, labour related issues) and ensures a good communication flow with the Finance / HR coordinator about these contacts.
Lease Agreements / Contract
• Ensures the follow-up of the lease agreements of the mission (capital and field) for houses, warehouses, offices (update and payments).
• Ensures that all the contracts are in accordance with the standard and the law. Keeps proper follow up and ensures timely renewal if needed.
• Ensures all the MSF properties are insured and follows closely all the insurance contracts.
• Ensures, in a proper filing system of the documents; all agreements (MOU’s), contracts, employees’ files in the capital office, for capital and all the originals for fields.
International staff HR and administrative Management
• The Deputy Finance / HR Coordinator is responsible, with the Finance / HR Coordinator, for the administrative follow up of International Staff for:
• Acquisition and extensions of visa for International Staff
• Travel and movements of International Staff
• Planning implementation of long weekends according to mission policy
• Follow up of initial, midterm and final evaluations of International Staff
Locally Hired HR and administrative management
Field support
• Is the support for the fields for all the Locally Hired staff management related questions.
• Controls the recruitment procedures, vacancies, interviews, contracts’ renewals, amendments, ends of contracts…
• Advises the field HRFIN Managers to ensure consistency and objectivity for disciplinary measures and dismissal.
• Supervises the administrative management in the fields: local tax, vacancy notices and recruitment procedures, working hours, general management of the Locally Hired human resources and daily workers; Ensures all the legal and social laws are implemented on the fields.
• Follows-up the update of the organization charts, job profiles, local rules with the field HRFIN Managers.
• Facilitates the communication flow between the fields and Coordination for all the legal and administrative procedures, helps to write documents on this subject when needed.
Evaluations, Trainings
• Follows up the Bilan plan for the mission Locally Hired staff.
• Follows the training plan and proposes/looks for training for the identified staff, with the LnD Specialist and under the supervision of the Finance / HR Coordinator, if required.
• Updates the job profiles for administration staff and helps the other department when needed.
Specific Accountabilities
• Participates actively in drafting clear policies compliant with the legal framework and the MSF Common Frame.
• Supports the Personnel Administration Manager and the HRFIN Managers in the field in implementing these policies.
• Participates in the definition of job profiles, and the mission set-up in terms of HR needs.
• Participates in the implementation of a safe and inclusive working environment.
External relations
• Facilitates the contacts and the public relations related to Ministries or State institutions.
• Keeps regular contact with other NGOs about the administrative procedures implemented by them.
Reporting
• Compiles sitrep for HR Finance Department and monthly HR Admin report.
Finance and budgeting
• Compiles the monthly check list for the Hr Finance department.
• Compiles and follows up the administration budget for the Coordination project location.
• Together with the Finance / HR Coordinator and the HR responsible compiles and follows-up the HR budget for office.
• Together with the Finance / HR Coordinator compiles all HR and administration budgets of the mission
• Supports the Finance / HR Coordinator in the definition and monitoring of the financial operational and budget needs and the financial strategy of the mission, providing support in the assessment and mitigation of the financial risks of the mission and in the implementation of the relevant organizational setup in order to meet all financial obligations while keeping financial ethics respected at all times
• Supports the Finance / HR Coordinator in the implementation and respect of MSF policies and guidelines, ensuring they are aligned with legal requirements and within the national legal framework, and designing or adapting relevant local policies, procedures and tools for optimized management of the mission\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\'s financial resources.
• Supports the Finance and Accountancy Manager in the management of the treasury, including the whole accounting of the mission in order to ensure the smooth running of operations at all times and maintaining as much control as possible on financial risks
• Supports the Finance and Accountancy Manager in the relationships with auditors on more technical aspects, especially where a firm stand and justifications are needed and in preparation of financial statements.
• Participates in the coordination and supervision of the monthly and yearly closing of accounts with the aim that the statement reflects the financial reality of the mission.
• Supports the Finance / HR Coordinator in monitoring and implementing the legal requirements of MSF in terms of taxation (more than 50 different taxes to apply, tax exemptions to get, tax reports for authorities, etc.).
• Supports the Finance/HR Coordinator and the Finance and Accountancy Manager in the relationship with FBR focal person for stakeholder management.
• Supports the Finance / HR Coordinator in overseeing the smooth implementation of yearly financial audits.
• Supports the Finance / HR Coordinator in closely monitoring potential banking issues (volatile environment, with complex legal requirements and many bank closures).
• When requested replacing other members of the capital or project Finance teams during their absence
In general:
Support to Projects
• Regularly visits the projects, providing coaching and guidance to HR/Finance Managers, following the field visits agreed with Finance HR Coordinator, writes field visit report, acts as a back-up during their absence if requested.
• Reports issues and improvement needs to the Finance/HR Coordinator.
Coordination:
• Plans and supervises the associated processes (recruitment, training/induction, evaluation, potential detection, development and communication) of the staff under his/her responsibility (Personnel Administration Manager and Finance & Accountancy Manager) in order to ensure both the sizing and the amount of knowledge required.
• Ensures that the merging of the department is in place and reports any issues, if so, to the Finance/HR Coordinator.
• Organizes & leads frequent Inter departmental meetings with HR, Finance, Logistics and Med/Ope.
Additional Requirements:
• Solid accountancy training with experience and professional accounting qualifications and Experience in HR or Legal are an asset.
• Computer skills: Computer literacy (word, excel, internet) & Good working knowledge of MS Office and Homere/Unifield/Wefin/ERP – Accounting and Budget Software are essential.
• Good working knowledge of HR management and administrative procedures linked with staff administration, premises administration is an asset.
