ADMIN/HR/ FIN support officer
Doctors Without Borders (MSF)
Total years of experience :11 years, 8 Months
HR. ✓ Participate in the definition of job profiles, and the regional office set-up in terms of HR needs. ✓ Participating in the project opening and closing and its timeframe from HR perspective. ✓ Provide support in the legal, administrative HR management, for both national and international staff, on issues related to Labour law, contracts, salaries, social security, labor relations, health insurance systems. ✓ Prepare employment contracts in conformity with legal requirements including specific amendments when necessary in order to ensure local labour and fiscal law compliance. ✓ Inform all the new staff on Staff Regulations, HR policies and regulations and/or living conditions in order to facilitate staff integration and their security. ✓ Support the Recruitment Process; posting, shortlisting, planning for interviews. ✓ Updating the HR database and personal files to facilitate HR processes management. ✓ Preparing / submitting the Social Security & Income tax report on monthly basis. ✓ Report to the head on the implementation of HR policies in the missions as well as of any incidents / problems that may arise and make proposals to improve HR management in the regional missions
FINANCE ✓ Implementation circuits and workflows (management of cash box, transfer, advances, purchase procedures, payment, validation, follow up of regular payments, bank reconciliation), in order to anticipate expenses. ✓ Carrying out all accounting tasks and activities for the MEU, including efficient administration and management of petty cash, and submitting bank transfer. ✓ Processing payments, ensuring that receipts and supporting documents meet the necessary quality standards. ✓ Assist the line manager in the prevision of monthly treasury and planning in order to ensure the coverage of daily needs, advances on salaries, payroll, etc. ✓ Being in charge of the preparation of per diems, modes of telecommunication, and housing/rooming assignments ensuring proper management of guesthouses (furniture, cleaning, and food).
ADMINISTRATION ✓ Following up of 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. ✓ In conjunction with headquarters, managing visas, plane tickets and associated required processes for the arrival and departure of international staff from the country. ✓ Organize and coordinate the logistics and administrative activities needed for workshops and trainings. ✓ Being responsible for all administrative tasks required for personnel transiting through the MEU office (Incl. transportation, accommodation, briefings, finance). ✓ Ensure the follow up of relevant administrative dossiers such as the MSF registration in a country, working permits, immigration policies, national protocols, etc. ✓ Translating all documents in the department from English - Arabic and vice versa ✓ Supervise
Handling a high volume of customer inquiries whilst providing a high quality of service to each caller. • Writing up accurate and grammatically correct sales correspondence • Generate all the invoices of the department, keep a record of all the sales movements, and submit on monthly basis. • Accurately analysing and assessing statistical data. • Produce reports on progress within the department and outline any developed strategies.
Prepare meeting agendas, and document and circulate meeting minutes, including following up on action points.
• Coordinate, collect, follow up and merge work by the staff and format them into professional documentation, and bring them to the attention of the director.
• Responsible for maintaining electronic records as well as filing paper documents of incoming and outgoing documents and perform weekly and monthly backup.
• Provide an effective communication/ coordination and liaison point between the Genera director and the school community.
• Maintaining, monitoring and printing attendance records.
• Maintaining employee files on the HR filing system.
• Arranging and follow up closely on training and workshops conducted