Job Description

MSF is an independent humanitarian medical organization providing emergency medical aid to populationsin
need. MSF Somalia mission is seeking a qualified person for the position below:
Job Title : FINANCE ASSISTANT
Work Location : Galkayo- North - MUDUG - SOMALIA
Start date : As soon as possible
Length of contract : Fixed term (1year) 100% with 3 months’ probation period.
Main Purpose: Execute administrative and finance related tasks and follow up of project accountancy to support
the Project Finance Manager following MSF standard and procedures, in order to ensure legal compliance and
keep a strict control over monetary resources to achieve project objectives.
Accountabilities
 Execute administrative and legal-related tasks, under supervisor of the FINHR Manager, checking payroll
calculations and updating personal flies in order to ensure accuracy, compliance and on time payments.
 Prepare the employment contracts in conformity with legal requirements including specific amendments when
necessary in order to ensure local labour and fiscal law compliance.
 Enter date into the HR database and personal files and keep them up-to date in order to facilitate HR processes
management.
 Update social security Tax office employee flies in order to meet legal requirements and duties
 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 slips and employment certificate at the end of a contract in order to meet legal requirements
while defending MSF ‘s interests.
 Order to ensure the highest control and security; assisting the Project Fin Manager in the prevision of monthly
treasury and planning in order to ensure 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.
 Following up of all expiring rental contract dates and inform the Administration Manager in order to leave enough
time to arrange a renewal or look for some other alternative.
 Making all administrative information available to the staff (posting, meetings, etc.), supporting the Project Finance
Manager in translating documents into local language and assisting in meetings upon request.
 Any other administrative task delegated by the Project Finance/Human Resources Manager..
Other tasks include, but are not limited to
 Process all bank payments after receiving and reviewing the supporting documentation for compliance with
the finance policy, quality standards and the beneficiaries’ banking details. Check the bank balance
frequently and ensure it’s within the maximum and minimum stipulated by MSF. Flag to the manager when
the amounts are low so it can be followed up.
 Ensure strict compliance with cash control procedures for each cash box/currency. Perform weekly cash
inventory together with Field Manager, including reconciliation with the relevant accounting software. Only
weekly cash counts together with scans of all receipts and exports from Bookkeeping software must be
sent to Nairobi.
 Investigate any cash difference and report to the hierarchical supervisor.
 Carefully follow up on utility bills and recurrent expenses and maintain basic tables to analyze the cost.
Examples of such expenses include rents, insurances, and service contracts.
 Scrutinize every single receipt before acceptance (suggestion: accept them, but liaise immediately
afterwards with the field manager). Check carefully that it is displayed properly, all required information is
included, calculations and total are correct, and supporting documents and signatures are valid.
 Determine if all invoices and receipts received are translated where necessary, stamped, codified, and
entered in the relevant accounting tool.
EXTERNAL VACANCY
 Oversee the preparation of weekly payment paperwork and get the necessary signatures from all suppliers.
 Prepare and dispatch weekly Cash Transfer Orders (payments to suppliers/service providers),
accompanied by scanned supporting documentation, to headquarters following a careful review.
 Liaise with the money transfer company to pay employees and suppliers with prior instruction and approval
of the capital finance.
 Ensure that money transfer companies issue receipts for every payment.
 Supervises and regulates payment to suppliers and reports any improper transactions.
 Ensure all requests for payments are supported by original invoices and documents and bear valid
signatures.
 Liaise with the money transfer company to pay employees and suppliers with prior instruction and approval
of the capital Finance.
 Ensure that Money transfer companies issue receipt for every payment.
 Supervises and regulates payment to suppliers and report any improper transactions.
 Verify that all payment requests are accompanied by legitimate signatures and actual invoices and
paperwork.
 Proper filing of MSF receipts and sending them after the end of the month to Coordination
 Make daily/weekly/monthly back up (as relevant) of accountancy files and data in the computer
 Ensure that the monthly closing deadlines are respected, actively follow up and inform the manager if
deadlines are approaching in terms of the normal monthly financial procedures.
 Assisting the Finance/HR Manager in the prevision of monthly financial planning (MMRs) in order to ensure
the coverage of daily project needs, advances, daily workers. Ensure collaboration with department
supervisors to facilitate accuracy of MMR.
 Ensuring respect of and strict compliance to MSF standards (Chart of accounts, quality of documents,
Authorization table, expense validation procedures, cash security rules, etc.).
 Processing the payment to suppliers/third parties and keeping strict oversight on all documentation
involved, informing the administration manager of any sort of disparity. Report on any outstanding
payments to ensure timely communication with affected individuals as necessary.
 Responsible to ensure all receipts meet MSF requirements (deadlines, information, signatures .).
 Checking individual entries and preparing the necessary originals documents for efficient justification and
explanation of payments and receipts made.
 Prepare the hardcopies according to the month-end checklist and ensure proper filing of financial
documentation. Review the projects’ bookkeeping to ensure that the supporting documentation complies
with the finance policy standards and ensure exception reports are completed as required.
 Check for monthly bank statement matching with the transactions and monthly bank reconciliation as
requirement and prepare as per MSF template.
 Ensure strict confidentiality on all cash or finance related information.
 Oblige with the capital cost efficiency overview or any other overviews related to the remote management
setup.
 Be flexible and open to work in a dynamic and ever changing work environment.
 Be adaptable in terms of taking on new tasks and adjusting to ad-hoc requests.

Experiences and Qualifications

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.
Language  Mission language and local language essential.
Knowledge  Essential computer literacy (word, excel, internet)
Competencies  Results and Quality Orientation L2
 Team work and Cooperation L2
 Behavioural Flexibility L2
 Commitment to MSF Principles L2
 Stress Management L3

Skills Required

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