Finance/Human Resources Assistant

About Us

Médecins Sans Frontières (MSF) is an international medical humanitarian organization that provides assistance to people affected by conflict, epidemics, disasters, or exclusion from healthcare.

In Kenya, MSF-Switzerland has a project in Dagahaley refugee camp and a project working to improve access to healthcare for Young/Adolescent and Key vulnerable populations in Mombasa County.

MSF- Switzerland also responds to emergencies in the North-Eastern and the Coast regions of Kenya.

Main Purpose

Responsible for payroll management, day-to-day administrative work (leaves, trainings, appraisals follow up, etc) and follow up of need in two SKID guest houses including supervision of office and house cleaners, responsible for the petty cash and ensures the data entry into Unifield . Assures monthly reconciliations.

Contract Duration
12 Months (Starting with 3 months’ probation period) renewable based on performance

Accountabilities

• Execute administrative and legal related tasks, under supervision of the Mission Finance/Human Resources 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 labor 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 interest
• Assist the Mission Finance/Human Resources Manager in the prevision of monthly treasury and planning    in order to ensure the coverage of daily needs, advances on salaries, payroll, etc.
• Make all administrative information available to the staff (posting, meetings, etc.)
• Classify and prepare all accounting pieces as requested by the Mission Finance/Human Resources Manage
•  File the accounting documents and enter the accounting pieces in the accounting software, with the support from the Mission Finance/Human Resources Manager and/or the Finance Manag
• Support the Mission Finance/Human Resources Manager in translating documents into local language. Assists the Mission Finance/Human Resources Manager in meetings upon request.
• Ensure encoding in Unifield is done on a daily basis and updated as required.
• Prepare the weekly or monthly cash reconciliation.
• Ensure all specimen of signatories for SKID and technical referent are up to date and/or changed if needed.
•  Respect validation table and procurement procedure
• Make sure that all documents needed are in the staff file (contracts, job descriptions, ID documents, certificates, acceptance for local staff, disciplinary process, etc.), organize the files in a proper and clear
• Make sure that all needed documents from staff files are scanned and kept in a safe and proper place and properly organized.
• Organize the recruitment files (archiving) and ensure that the old ones are destroyed

Requirements

Education

•       Essential:Degree in Human Resources, Finance, Business, or Administration related Diploma

Experience

•       Essential: Previous working experience of at least two years in relevant jobs (Minimum 2 years)

•       Desirable: Proven experience in MSF or other NGOs in developing countries.

Languages

•       English Essential & Kiswahili desirable

Knowledge

•       Essential: Computer literacy (word, excel, ERP)

•       Desirable knowledge of UniField and Homere software

Competencies

•       Results and Quality Orientation, Teamwork and Cooperation, Flexibility, Respect to MSF Principles & Stress Management