MSF OCA (Yemen) invites suitable Yemeni candidates to apply for the following position:
Job title: Finance and Admin Assistant
Position: 1
Base Location: Sanaa -Yemen
Area: HR, Finance Administration
Report to: Finance / Human Resource Coordinator
MSF function level: 7
Duration: 9 months- Renewable
Starting date: 01st of April 2014 MSF Organisation:
MSF is an international medical-humanitarian, non-governmental organization. It provides medical aid to people in need, to victims of natural or man-made disasters, wars and civil wars, irrespective of race, religion, ideology or politics and carries out all its activities in accordance with its charter.
Since September 2011, MSF has been working in Al Dhale Governorate, providing quality emergency medical care at Al Nasser General Hospital Emergency Room, as well as Primary Health Care at Thijlal Health Centre in Al Azariq District and Quatabah District.
PURPOSE OF POST Perform Finance and administrative activities and do follow up of the coordination accountancy, according to Finco’s indications and MSF-Holland policies and procedures, in order to ensure legal compliance and keep a strict control over monetary resources. MAIN TASKS:
• Execute administrative and legal related tasks, under supervision of the Fin/Hr Co
• Implement cash management procedures in order to ensure the highest control and security, and ensure cash availability.
• Update Social security & Tax office employee files in order to meet legal requirements and duties.
• Follows up on leaves.
• Responsible for the petty cash and day to day payment according to MSF finance procedure.
• Perform the Cash count consistently as per advise of the Finco.
• Impalement MSF advance/settlement procedures and make sure Log department is following as well.
• Carry out all accounting tasks and activities in order to ensure strict control of all expenditures and the reliability of statements and documentation.
• Is supporting the Finco in all bank related issues and follows up on cheque payments. As well as processes all cheque and bank balances.
• Make all administrative information available to the staff (posting, meetings, etc.)
• Classify and prepare all accounting pieces as requested by the Finco.
• File the accounting documents and enter the accounting pieces in the accounting software (MSFBOOX), with the support from Finco.
• Support the FInco in translating documents into local language. Assists the Fin/Hr Co in meetings upon request.
• Support the Finco/ Hr Co Assistnat on the end month closing procedure and book the CHQ/bank Journal’s book if requested • Write, translate and/or check official letters, reports and other documents related to the Mission and keep them recorded in hard and soft files.
• Arrange and confirm appointments, keep a diary of absences, meetings and holidays up to date.
• Take and prepare minutes of meetings.
• Maintain an external & internal contact list for admin department.
• Supervising expat house cook, cleaner, and the gardener.
• Responsible of expat food box money and for all food expenses during the month.
• Responsible to contact and arrange interviews with embassies, preparing documents for Schengen visas for staff and follow up.
• Responsible to get information from departments and update the movement file and send it to CMT on daily basis through email.
• Receiving CVs for any announced vacancy of MSFH mission for Yemen prepare soft and hard copy and send to the supervisor or relevant department. Responsible to call selected candidates for test and interview, ensure arrangement of test and interviews with collaboration of relevant department.
• Prepare / facilitate for any required training to coordination staff and Filed as well.
• Support the HOM in case of absent of HOM assistant, Finco Assistant
• Responsible to prepare documents (translation, letters etc), applying and follow up of expats entry, extension, re-entry, residence visas by dealing with visa, inform FinHRCo on time if some issue.
• Responsible to book air tickets for expats and national staffs (domestic and international) from identified travel agency and keep tracking and follow up of payments. Keep contact with travel agency and inform the person in case of flight delay or cancel.
• To update Expat file and give feedback to FinHRCo on weekly basis, maintain soft copies of visas, translated documents etc in folders of expats as well as hard copies.
• Brief / get information from expats on arrival regarding registration, return ticket, any change of plan, domestic travel etc.
• Update the daily expat movement file and send it to Finco twice a week. Note:
• The employee may be assigned additional responsibilities and tasks based on the occasional needs of the mission.
• He/she must respect and adhere to MSF security and medical confidentiality policies. Under no circumstances are goods or persons to be transported or brought to MSF premises without prior authorization. Under no circumstances may firearms or proscribed materials be carried in MSF vehicles or brought to MSF premises.
• This job description may be modified in the future, depending on the evaluation of the work and on MSF activities. The above-mentioned activities and responsibilities are not exhaustive and the Fin admin assistant can be asked to perform other tasks, according to the necessary daily work including training on HR data base, payment process by CHQ and bank transfer, and bank transactions.
• The employee has to inform his/her supervisor of all the problems encountered in the work. He/she must be aware of his limits, abilities and knowledge. He/she must not hesitate to ask for support to his/her supervisor.
REQUIREMENTS
- Desirable finance, business or administration related diploma.
- Essential previous working experience of at least two years in relevant jobs
- Good command of English and relevant local language (Arabic), both written and spoken
- Ability to organize & priorities workload independently, using initiative when appropriate.
- Management experience (HR & Finance)
- Good computer skills. (Word, excel, internet, typing Arabic and English)
- Excellent analytical and negotiation skills
- Good communication skills
DESIRABLE
- Desirable experience in MSF or other NGOs in developing countries. Application Process: Suitable candidates can send their (CVs, application, Diplomas and Work Certificates) to the following email address:
[email protected] Use job title as email subject. Note:
• No application will be received after the 25th of March 2014.
• Only short listed candidates will be contacted for test/interview. .
NOTE: Applications for this job are not through Yemen HR website. They should be sent to the address mentioned above in the announcement itself. Please review the ad and follow what the "Application process" or the "How to apply" section says. |