HR Assistant

Duty Station: Coordination (Nairobi)

Length of Contract: One year Contract with a probationary period of six months.

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. Currently, MSF runs 2 projects in Kenya; one in Homa Bay County supporting the HBCTRH in the adult medical (in-patient and TB) wards to improve management of adults’ patients hospitalized and recently started a chronic disease activity in 2 decentralized sites. In Mathare, MSF runs a 24-hour SGBV clinic and an Emergency program in Mathare with a clinic in Dandora offering youth friendly services to those between the ages of 10 to 24 years. The Coordination office in Nairobi provides support to and coordinates all the MSF France projects in Kenya.

MSF France is looking to fill the position of HR Assistant. The successful candidate reports to the Deputy HR/Finance Coordinator

Main purpose of the Position:

To execute HR, finance and general administrative support tasks under the supervisor’s indications and MSF procedures in order to ensure legal compliance

Tasks & Responsibilities include but not limited to:

• Execute administrative and legal related tasks
• 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 labor and fiscal law compliance.
• 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.
• Provision 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.

MSF France Kenya mission/ Coordination context Specific Accountabilities

• Updating Social security Tax office files in order to meet legal requirements including specific amendments when nec-essary in order to ensure local labor and fiscal law compliance
• Drawing up monthly declarations for the various collection entities: NSSF / NHIF / PAYE, in accordance within the giv-en time frames
• National Staff Management
• Ensures proper orientation of new staff; prepares employment contracts in conformity with legal requirements, in-cluding staff on detachment
• Supervision of cleaners and cook
• Stock management
• General Administration
• Finance Assistant back up
• Cash Box Management: processing cash payments, operational advances management
• Accounting:
  • Processing payment of suppliers in a timely fashion
  • Process documents for VAT exemption and forward for processing on time.

Qualifications & Requirements:

Education

Essential Degree or diploma in Human Resource Management /Finance/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