Administrative Assistant Job at Médecins Sans Frontières

The French Section of Médecins Sans Frontières is recruiting for its project in Maiduguri:


Context
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, creed or political affiliation.

Job Title:  Administrative Assistant

• 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.
• Enter data into the HR database and personal files and keep them up-to-date in order to facilitate HR processes management(collects, records and updates the staff individual files: individual information sheets, copy of signed contracts, amendments, records of leaves, absences, overtime, etc. then enter all the data into homere software)
• 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.
• 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.
• 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.
• Prepare employment contracts in conformity with legal requirements including specific amendments when necessary in order to ensure local labour and fiscal law compliance.
• Make all administrative information available to the staff (posting, meetings, etc.)
• Reads and explains the terms and conditions of employment and the abuse policy to the news employees.
• Ensures the confidentiality of the individually files by locking them at the end of each day.
• Update Social security & Tax office employee files in order to meet legal requirements and duties.
• Support the Administration Manager in translating documents into local language. Assists the Administration Manager in meetings upon request.
• Implement cash management procedures in order to ensure the highest control and security, and ensure cash availability.

• Desirable administration or finance, business related diploma.
• Fluent in English and Hausa language
• Essential computer literacy (word, excel, internet)
• Flexibility and ability to learn
• Essential previous working experience of at least two years in relevant jobs.
• Desirable experience in MSF or other NGOs

• MSF Maiduguri project – Maiduguri office – NIGERIA

• Local contract (3 months with possibility of extension) – 208 working hours per month and roster flexibility required.