Médecins Sans Frontières (MSF) is an independent international medical humanitarian organization providing assistance to people affected by armed conflicts, epidemics, natural or non-natural disasters, or persons excluded from access to health care. The organization has health projects in more than 70 countries.
MSF France has had a significance presence in Kenya since 1996. In Homa Bay, MSF France supports the HBCTRH in the adult medical (in-patient and TB) wards to improve management of adults’ patients hospitalized, as well as managing chronic disease activities in 2 decentralized sites.
MSF France in Homa Bay is looking to fill the position of FIN/HR Assistant. The successful candidates report to the Project Finance/HR Manager.
Main purpose of the Position:
Execute administrative 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 strict control over monetary resources..
Tasks & Responsibilities include but not limited to:
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.
Follow up all the employees’ contracts (MOH and MSF) and alert the Admin Manager for the near expiration for possibility of renewal or non-renewal.
Management of all personnel flies for MSF National staff on regular basis.
Manage HOMERE ensuring all data is accurately encoded (leave, trainings, dependents, education etc.) and up to date for all MSF National staff and synchronizing with their physical files.
Update the monthly sitrep report for the HR part, contact list, food basket and sending all other HR monthly reports.
Update Medical Insurance Cover follow-up & other administrative tasks.
Support the Admin Manager with recruitment by contacting applicants, booking an appointment for the test, oversee the written test among others and anything else.
Update the Daily workers pool after every recruitment with the second, third candidate or more than that if there is need.
Call DW staff to support on a needy basis and take them through orientation if new.
Regularly update the Daily workers contact list with any feedback comments from the managers.
Call DW for replacement MSF or MOH staff when there is need.
Prepare monthly MSF staff payroll, MOH Donation Act and daily worker payments and send to Coordination the statutory deductions report after payment is done.
Follow up the staff of the Bilan (open and close the cycle) and provide the Admin Manager report of the Bilan status for all the National staff.
Archive all HR documents on a yearly basis and send them to Nairobi for proper storage according to the archiving policy.
Support staff induction and on boarding process for all new national MSF and MOH staff.
Monthly request for airtime for the prepaid staff and distribution within the project.
Making all administrative information available to the staff (posting, meetings, memos etc.).
With support of Admin Manager follow up the movement plan with booking accommodation and transportation for the visitors coming to HB, update the GH plan accordingly.
Support Admin Manager for matters concerning learning and development of HB staff.
Ensure monthly internal requests are done for cleaner and cook consumables items. Monthly follow up on the consumption.
Supervise the cook & Cleaners in the office and guesthouse.
Cover the Gap for the Finance Assistant when need arises.
Qualifications & Requirements:
Education
Essential Degree or diploma in Human Resource Management or business-related studies.
Desirable Degree or diploma in Finance or accounting.
Essential Experience
Essential previous working experience of at least two years in relevant jobs.
Desirable experience in MSF or other NGOs in developing countries
Languages
Fluent in English and Kiswahili
Knowledge
Essential computer literacy (word, excel and internet)
Competencies
Results
Teamwork
Flexibility
Commitment
Stress tolerance and management
Leadership and team management skills
Able to work with limited supervision
How to apply
Applicants MUST be Kenyan nationals and have the necessary statutory documents (ID, NSSF, NHIF and a PIN certificate). Candidates meeting the above qualifications are requested to submit a motivation letter, updated Curriculum Vitae and valid license as a single file mentioning the subject line “FIN/HR Assistant – Homabay “ and email to: [email protected] on or before by 02nd January 2024.
The protection of your personal data is important to MSF and will be treated confidentially. By submitting your application, you consent to MSF using your personal data only for the recruitment process to have all the information and documents necessary to proceed with the recruitment, validation of your application, and selection of the most suitable candidate. MSF does not sell your personal data under any circumstances. If you have any questions, requests, or concerns, you can contact us on [email protected]
MSF is committed to achieving workforce diversity and therefore women and persons with disabilities are encouraged to apply.
