FIN/HR Assistant (Kosti) – MSF Spain
Job Description
| Organization | Medecins sans Frontières Spain |
| Job Title | FIN/HR Assistant |
| Location | White Nile State – Kosti |
| Section/Unit | HR/FINANCE/ADMINISTRATION |
| No. of Post | 1 |
| Salary | 1189 USD |
| Supervisor | FIN/HR MANAGER |
| Closing Date | 07/08/2025 |
Execute HR, Finance and general administrative support tasks for all MSF staff at Mission level in order to ensure legal compliance.
Duties and Responsibilities:
HR Tasks:
- Under the Project Fin/HR Manager supervision, execute Administrative and legal related tasks, checking payroll calculations and updating personal files in order to ensure accuracy, compliance and on time payments.
- Collect the variable pay slip elements on Homere (paid holidays, sick leave, unpaid leave, etc.) in order to ensure accurate and on time payroll payment.
- On regular base support in managing MOH staff and keep the list updated with all relevant documents provided for the seconded staff.
- Prepare incentive list and payment for MOH Staff.
- Supervise MSF premises in order to ensure working conditions are in conformity with legal requirements.
- Prepare employment contracts in conformity with legal requirements including specific amendments, when necessary, in order to ensure labour and tax compliance.
- Encode in the HR system all personal files and keep them up to date in order to facilitate HR processes management.
- Update Social security & Tax office employee files to meet legal requirements and duties.
- Prepare and archive formal certificates and other HR documents when needed to facilitate hiring processes.
- Follow up cost of living on a regular basis in order to update rewarding practices.
- Supervise accommodation facilities, maintenance, and related services for international and relocated staff in the project guesthouses in order to ensure MSF standards of living.
- Support line managers in recruitment and hiring process, ensuring administrative and legal accuracy, in order to meet HR needs.
- Communicate to and brief new employees on HR policies and regulations in order to facilitate on boarding processes.
- Assist the Project Finance / HR Manager in following up disciplinary measures
- Prepare all correspondence with local authorities (i.e. tax offices, ministry of labour) in order to maintain flow and soft relationships.
- Follow up closely and prepare payments of casual staff in the projects.
- Ensures staff travelling has appropriate papers, permits, MSF ID card and a place to stay
- If necessary, process travel permits to the camps and other locations from relevant authorities for MSF national and international staff.
- Support the Project Finance / HR manager to draw up annual holiday and rest and recovery planning in order to schedule staff shifts and cover operational needs.
Finance Tasks:
- Implementing cash management procedures in order to ensure the highest control and security, assisting the Project Finance / HR Manager in the prevision of monthly treasury and planning in order to insure the coverage of daily needs, advances on salaries, payroll, etc.
- Processing the payment to suppliers and keep strict on all documentation involved, informing the administration manager of any sort of disparity.
- Carrying out all accounting tasks and activities, classifying, preparing and filing of all accounting pieces in accounting software, in order to ensure strict control of all expenditures and the reliability of statements and documentation.
- Ensure cash counts and bank reconciliation are done on time and shared with Coordination.
- Ensure the quality of the cashbook in terms of accounting code, project code.
- Following up of all expiring rental contract dates and inform Project Finance / HR Manager in order to leave enough time to arrange a renewal or look for some other alternative.
- Review documents to ensure all invoices are fully supported before payments.
- Making all administrative information available to the staff (posting, meetings, etc.), supporting the Project Finance/HR Manager in translating documents into local language and assisting in meetings upon request.
- Any other administrative task delegated by the Project Finance/HR Manager.
- Follow up the cash advances and implement the weekly closure system.
- Records the payments on a weekly base and share it with accountancy manager with supporting documents (blue book, cash ups, FFC export file).
- Follow up on the validation table and ensure the supporting documents are completed.
Minimum Qualification, Skills, and Experience Required:
| Education | A university degree – bachelor’s in Economic, Finance, Business administration or related field |
| Experience | At least 3 years’ work experience in field of Human Resources, Finance/accounting/bookkeeping in an NGO or the commercial sector. |
| Languages | Fluency in written and spoken English and Arabic. |
| Knowledge | Good computer skill especially Microsoft Excel |
| Competences | Results Teamwork Flexibility Commitment Stress Management |
How To Apply
Interested candidates are requested to submit their application to the Labor Office in White Nile Kosti, in a sealed envelope mentioning (MSF Spain – application for Finance & Human Resources Assistant)
Applications must be submitted in English, including:
- Complete CV in English and copies of all certificates and Diplomas (Experience & Training Certificates and Education certificates) (including a Motivation letter).
- Sudanese National ID/Passport.
Tests and interviews will be carried out in English.
Only short-listed candidates will be contacted.
