Project Fin/HR Manager (White Nile State) – MSF Spain

Job Description

Section/Unit:	HR & FIN
Salary	1891 USD
Supervisor:	HR Coordinator, Finance Coordinator
Location:	White Nile State (Aljabalain and Project Sites)
Deadline:	29 Sept 2024

Main Purpose

Planning, coordinating and implementing HR, Admin and Financial activities and policies in the project according to  legal obligations and MSF protocols, standards and procedures in order to provide quality, reliable and transparent information to the organization on the use and allocation of resources in the project and to realize the HR capacity required to achieve project objectives.

Duties and responsibilities:

• In close coordination with the Project Coordinator (PC) and the HR Coordinator and Finance Coordinator, calculating, analyzing and monitoring the project’s HR and Financial operational needs and the associated budget in order to efficiently ensure the required sizing and capabilities of the project and proper allocation of funds according to funding contracts. Proposing corrective actions when required.
• Planning, supervising and ensuring the implementation of, in close coordination with the HRCo, the associated processes (recruitment, training, briefing, induction, evaluation, potential detection, development and communication) of the project staff in order to ensure both the sizing and the amount of knowledge required. Supporting the project line managers in said processes in order to improve staff capabilities, their end results contribution to mission goals and to boost their active participation and MSF commitment,
• Advising on set-up and updating the project’s organizational chart and job descriptions and assisting the PC, and/or team leaders and supervisors to draw up annual holiday planning and staff shifts in order to forecast HR needs and to ensure HR availability for the project activities
• Ensuring hiring, amendments and contract termination formalities for employees at project level are according to local labour laws. Archiving and updating individual employee files, informing them on their rights and preparing all mandatory tax declarations, in order to ensure legal compliance. In close collaboration with the PC and HRCo, looking for the best options to avoid and/or solve possible labor conflicts in the project
• Supervising/performing payroll procedures, ensuring that all data related to monthly salary calculation of the project national employees are correctly entered in Homere (days off, unpaid leaves, sick leaves, overtime, salary advance, etc.), in order to ensure on time and accurate salary payments. Under supervision of the HRCo, ensuring the indexation process of the national staff salary grids are in order to ensure internal equity, cost-of-living adjustments and the correct application of employment conditions in the project sites
• In close collaboration with the PC and HRCo, implementing the administrative procedures of any Memorandum of Understanding (MoU) in force between local partners (e.g. Ministry of Health, etc.) and MSF
• Implementing circuits and workflows (management of cash boxes, transfers, advances, purchase procedures, payment validations, follow up of regular payments, bank reconciliation) in order to anticipate expenses at project level and to optimize cash needs and its security.
• Implementing and supervising transactional procedures and systems in order to ensure transparent accounting practices and full documentary traceability (invoices, receipts, bank statements, etc.), following MSF guidelines and rules, and using the respective software in place. Ensuring and controlling the monthly and yearly accountancy closure and all HR, Administrative and Financial reporting of the Project (Homère and accounting software monthly closure, sitreps, etc.)
• Being responsible for all movements and/or accommodation of staff in the Project and essentials availability in all base locations in Whitenile Project (Utensils, water, linen, cleanliness, cooking)
• Supervision of all Staff under HR department 
• Ensure the management of staff contractual status in a professional manner during the Handover of Alagaya and Umsangour with respect to MSF internal regulations & polices as well as Sudan labor law. 
• Liaise with state authorities particularly with Labor office, HAC and MoH HR department for the recruitment and assigment of MoH staff & MSF LHS, to Tendelty supported hospital in line with the activity chronogram. 
• Support team leaders in the management of MoH staff. 
• Ensure the HR matrix 2024 /2025 is followed with respect to activities chronogram and adjusted according to occuring needs and challenges.
• Supervise and guide the Admin-HR Assistants in White Nile (Kosti, Aljabalain, Tendelti, etc) to register and update all employee’s information in Homere database. 
• Ensure, through Admin-HR Assistants, that the supervisors in the project conduct evaluations of their staff and all documentation is kept in each employee personal file and properly encoded in Homere. 
• Supervise and guide the Admin-Fin-HR Assistants to prepare the social insurance contribution of the   discharged staff.
• In close collaboration with coordination liaison officer (based in Port Sudan) follow up international staff travel permits, visa validity/expiration date…
• Liaise with the Sudan support team (based in RENK – South Sudan) to coordinate movements & other admin related activities needed between the two locations.
• Plan, organize and manage all recruitment procedures, vacancies, interviews, contracts’ renewals, amendments, ends of contracts at project level. 
• Cover the gap of the Project Finance Manager if the need arises. 
• Responsible for WN payroll & Incentive management; Provide effective management of the employment relationship between the organization and its staff including MoH assigned staff, by administering conditions of service, contracts and appropriate entitlements, and resolving employee relations issues.
• Reporting: responsible to prepare all the project HR reporting documents on monthly and quarterly bases (Organigram, Payroll Control, HR4 Months, HR Matrix review, Sitreps, etc…).

Minimum Qualification, Skills and Experience Required:

Education	Required, degree in HR / Administration management (business, Finance) or any other related field.
Experience	Essential, working experience of at least two years in relevant and similar jobs Desirable working experience with MSF or other NGOs, in developing countries. Experience with Homere and FFC is an asset.
Languages	Required English and Arabic, Fluent in writing, reading and speech.
Knowledge	Essential computer literacy (word, excel, internet) Desirable HR and Financial MSF software (Homère, FFC, SAGA)
Competencies	People Management and Development L2. Commitment to MSF Principles L2. Behavioral Flexibility L3. Results and Quality Orientation L3. Teamwork and Cooperation L3.

How to apply

MSF is a civil society initiative that brings together individuals committed to the assistance of other human beings in crisis. As such MSF is by choice an association.
Each individual working with MSF does it out of conviction and is ready to uphold the values and principles of MSF.