Country: Kenya
Closing date: 24 Jul 2015
Identification Job Title: Administration Assistant
Report to: Human Resources Coordinator
Area:HR, Finance, Administration
Main Purpose:Execute administrative tasks and do follow up of mission accountancy, according to line manager’s indications and MSF procedures, in order to ensure legal compliance and keep a strict control over monetary resources.
Accountabilities : Execute administrative and legal related tasks, under supervision of the line manager checking payroll calculations and updating personal files in order to ensure accuracy, compliance and on time payments.
- Prepare employment contracts in conformity with legal requirements including specific amendments when necessary in order to ensure local labour 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.
- 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 line manager in order to leave enough time to arrange a renewal or look for some other alternative.-Assist the line manager in the provision of monthly treasury and planning in order to ensure the coverage of daily needs, advances on salaries, payroll, etc.
- Make all administrative information available to the staff (posting, meetings, etc.)
- Support the line manager in translating documents into local language. Assist the line manager in meetings upon request.
- Supervises the domestic staff/office cleaner
- Manage relation with contracted service providers (Landlords, internet, security, garbage collectors)
Additional tasks
- Implement cash management procedures in order to ensure the highest control and security, and ensure cash availability.
- Process the payment to suppliers and keep strict on all documentation involved, informing the line manager of any sort of disparity.
- Classify and prepare all accounting pieces as requested by the line manager.
- Carry out all accounting tasks and activities in order to ensure strict control of all expenditures and the reliability of statements and documentation.
- File the accounting documents and enter the invoices in the accounting software, (BooX)
- Handle petty cash
Performs any other task if required to do.
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: English and local language essential
Knowledge: Essential computer literacy (word, excel, internet)
Results driven and Teamwork,
Competences: Flexibility, Commitment and Stress Management
How to apply:
Applicants should send a CV together with a motivation letter, copy of their diplomas, ID card and a list of 3 professional references. Mention on the envelope: “Admin Assistant”.
Applications should be sent to**: nsc-rm@oca.msf.org**
DEADLINE FOR APPLICATION: Friday, 24th July 2015
ONLY SHORT-LISTED CANDIDATES WILL BE NOTIFIED. PLEASE ENSURE RELIABLE CONTACT INFORMATION. CANDIDATES WILL BE EXPECTED TO BRING THE ORIGINAL CERTIFICATES MENTIONED IN THE CV.