Finance and Human Resources Manager

MSF Switzerland (MSFCH) is a humanitarian medical organization providing emergency medical aid to populations in need based in Dagahaley and Mombasa County.

Work Location: Dagahaley Refugee camp, Dagahaley, Garissa County

Duration: 12 months fixed term contract (with 3 months’ probation period) renewable based on performance

Start Date: As soon as possible

The selected candidate will be reporting to the Admin Team Leader (ATL), MSF Dagahaley Project. This position is only open to Kenyan nationals.

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.

MSF Section/Context Specific Accountabilities

• Is responsible for the onsite monitoring of the implementation of Human Resources policies in the project and the correct Administrative Management of all staff working in the project (National & Refugees).

• In close coordination with the Admin Team Leader (ATL), monitoring the project’s financial operations related to control and proposing corrective actions when required.

• Advise ATL on set up (organizational chart) and together with the HR Assistants, update the project’s organizational chart.

• Assist the ATL, and/or team leaders and supervisors to draw up annual holiday planning and staff Roster.

• Supervise/perform payroll procedures, ensuring that all data related to monthly salary calculation of national employees on the project are correctly entered in the HR software (dependent list, social security PIN, days off, unpaid leaves, sick leaves, overtime, salary advance, etc.), in order to ensure on time and accurate renumeration payments.

• Ensuring amendments and contract termination formalities for employees at project level are according to local labour laws. Preparing all mandatory tax declarations, in order to ensure legal compliance. In close collaboration with the ATL looking for the best options to avoid and/or solve possible labour conflicts in the project.

• Responsible for the follow up of daily workers and all data related to daily workers including reporting on Simplified tax for tax filing.

• Support the line managers in implementing the internal communication policies in order to boost staff active participation and MSF commitment.

• Ensuring digital achieving in the project for all HR related files and the files of all employees.

• Implementing circuits and workflows (management of cash boxes, transfers, advances, local purchase procedures, payment validations, follow up of regular payments, register reconciliation, etc) in order to anticipate expenses at project level and to optimize cash needs and its security.

• Ensuring the timely execution and control of the monthly and yearly accountancy closure, with due quality.

• Implementing and supervising transactional procedures and systems in order to ensure transparent accounting practices and full traceability (invoices, receipts, contracts, framework agreement, In Kind Donation etc.), according to MSF guidelines and rules, and using the respective software in place.

• Ensure that all contracts (service, leases, supplies, etc) are properly recorded in the contract monitoring tool and closely followed and updated.

• Being responsible for all movements and/or accommodation of staff in the Project.

• Ensures all Finance and HR reporting of the Project are done on time and any issues encountered reported to the ATL

• Manage and supervise closely the HR Assistants in the Project including their respective performance and appraisal.

  Requirements

  Education

• Essential: Diploma in management (HR, business), finance or administration

• Desirable: Bachelor or Master in HR, Finance or administration

  Experience

• Essential:

• 3-5 years of work experience in both Finance and Human Resources management including administration, payroll and staff management.

• 2-3 years of experience in staff management and team management.

• Desirable: Experience of working with INGO, especially MSF

  Languages

• Essential: English and Kiswahili mandatory

• Desirable: Somali

  Knowledge

• Essential: Expert user of Microsoft Office, especially Word, Excel and PowerPoint.

• Desirable: Knowledge on Homere and Unifield (MSF software)

  Competencies

• Confidentiality L3, People Management L3, & Commitment to MSF principles L3, Flexibility L2, Results-oriented L3 & Teamwork L3.