Human Resources/Finance (HR/FIN) Assistant at Médecins Sans Frontières

Médecins Sans Frontières is a private, non-profit international humanitarian organization dedicated to providing medical assistance to populations in crisis, without discrimination and regardless of race, religion, gender, creed, or political affiliation.

Job Title: Human Resources/Finance (HR/FIN) Assistant

Location: Maiduguri, Borno

Employment Type: Contract

Contract: Fixed Term
Opening Date: March 28, 2025
Working Hours: 208 working hours per month.

Main Purpose

• 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 a strict control over monetary resources.

Job Description

• 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 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 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.
• Ensure sufficient flow of information – memos, forms, emails on updated templates are printed, shared and available on the noticeboard and cupboard
• Take over the activities of the Finance assistant in her absence
• Participate in the drafting of the HR SITREP
• Support the Admin manager in recruitment process- post adverts, invite candidates for tests, supervise the test
• Update the project organogram and submit it to the HR/Finance Manager for validation
• Participate in the elaboration of the Sitrep HR, HR Need of the project.
• Go to the hospital at least 3 times a week to support the supervisor in understanding HR procedures and to answer all employees’ queries within the limits of his/her responsibilities
• Verify the rosters under the supervision of the HR/Finance Manager
• Report to her/his supervisor any issue.
• Follow up with movement tracker and prepare welcome documents for the arrivals
• Update the room allocation follow up sheet with the Administration manager’s instruction
• Respect the confidentiality of the information obtained as part of her/his work
• Manage cash box and cash related activities in the absence of Finance assistant.
• Ensure monthly payment of all employee contributions in time specified by state/Country and Coordination Eg.FIRS and BIRS
• In the absence of HR Assistant, enter data into the HR database and personal files and keep them up to date in order to facilitate HR processes management.
• In the absence of HR Assistant, prepare employment contracts in conformity with legal requirements including specific amendments, when necessary, in order to ensure local labor and fiscal law compliance
• Ensure the cash hours are respected unless otherwise validated by Admin Manager.
• Any other administrative task delegated by the Project Admin/Finance Manager.
• Ensure timely closure of accountancy at the end of every accountant period.

Requirements

• Education: Desirable Finance, Business or Administration related diploma
• 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 English (oral and written English), Hausa, Kanuri are Essential
• Knowledge: Essential computer literacy (word, excel, Microsoft outlook) Homere, UNIFIELD.

Competencies:

• Results
• Teamwork
• Flexibility
• Commitment.
• Stress Management.

Remuneration

• According to MSF salary scale plus 13th month allowance equivalent to 1 month of gross salary.

Application Closing Date
6th April, 2025.

How to Apply: Interested and qualified candidates should Click Here to apply online

Note

• Qualified females are highly encouraged to apply.
• Only successful applicants will be called for the next steps and are obligated to disclose any information about family member(s) currently in the employ of MSF-France in any location.
• No monetary transactions, neither demands of favours in kind, nor other types of favouritism will be tolerated in the MSF recruitment process.
• MSF reserves the right to refuse to hire a candidate having benefitted from any such acts. All illicit demands may be pursued through the judicial system.
• MSF is an equal opportunity employer and encourages any Nigerian citizen to apply irrespective of race, gender, religion, creed, political affiliation.
• Dual Employment is considered gross misconduct and hence not acceptable.
• MSF reserves the right to cancel any step or whole of the recruitment process at any stage.
• MSF France takes this opportunity to thank all potential candidates for their application.