FIN/HR Assistant

(Dushanbe Health Care project for Vulnerable Groups)

 

Medecins sans Frontieres (MSF) is an independent medical international humanitarian association that delivers emergency aid to people affected by armed conflict, epidemics, healthcare exclusion and natural or man-made disasters. MSF is working in Tajikistan in the field of Tuberculosis based in Dushanbe and Zero TB Project based in Kulob. Our projects focus on providing treatment and support for children suffering from MDR Tuberculosis (TB) and their families, Prison colonies/facilities and Central Penitentiary Hospital.

 

MSF is currently looking for a qualified, capable, flexible and motivated person for the position of Finance /Human Resources Assistant for its “Dushanbe Health Care project for Vulnerable Groups”. MSF offers a package of benefits (25 working days of annual leave per year, medical coverage, training opportunities as required and carrier) and the opportunity to work for an internationally renowned humanitarian organization.

 

Job Location: Dushanbe, Tajikistan

 

Purpose:

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.

Accountabilities:

  • Execute administrative and legal related tasks, under supervision of the Project Fin/HR Manager, checking payroll calculations and updating personal files in order to ensure accuracy, compliance and on time payments.
  • Implement cash management procedures in order to ensure the highest control and security, and ensure cash availability.
  • 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.
  • Update Social security  Tax office employee files 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 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 informs the Project Fin/HR Manager in order to leave enough time to arrange a renewal or look for some other alternative.
  • Assists the Project Fin/HR 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.
  • Make all administrative information available to the staff (posting, meetings, etc.)
  • Classify and prepare all accounting pieces as requested by the Project Fin/HR Manager.
  • File the accounting documents and enter the accounting pieces in the accounting software, with the support from the Project Fin/HR Manager and the Finance Accounting Manager (FAM).
  • Support the Project Fin/HR Manager in translating documents into local language. Assists the Project Fin/HR Manager in meetings upon request.

MSF Section/Context Specific Accountabilities:

 

HR administration:

  • Understands and can explain MSF-H policies and country legislations to locally recruited staff
  • Assist Project Fin/HR Manager in implementation of MSF’s policies and procedures in the projet
  • Understands and upon request by Project Fin/HR manager can explain to locally recruited staff about working conditions, staff regulations, health policy etc as applicable in the project
  • Assists Project Fin/HR Manager in following up on locally recruited staff contracts, ensures all personnel files are kept up-to-date at all time, as per available check-lists, per MSF policies and in line with country legislation
  • Assists Project Fin/HR Manager in preparing Annual Leave plan for locally recruited staff, and monitors implementation, flagging irregularities to line manager
  • Updates Homere daily; ensures that the Homere data base is correctly used and filled in and that the staff files are complete (especially the documents attached: evaluations, job descriptions, etc.)
  • Assist line manager with monthly report on HR issues
  • Supervises project cleaners and cook, arranging their work schedule, monitors performance, addresses their needs with Project Fin/HR Manager, performs their evaluations based on project staff feedback
  • Placement of office and guest house supply requests, and stock record keeping (International staff guest house)
  • Ensures all administrative information is available to the staff (postings, meetings, etc.)
  • Support the Fin/HR Manager in translating documents into Tajik language
  • Assists the Fin/HR Manager in meetings upon request.
  • Follows-up the costs of utilities (electricity, gas, water), telephone, mobiles and contact the providers in case of discrepancy
  • Follows up the rental contracts’ overview
  • Prepares monthly salary update information in Homere, checks and verifies overtime and medical costs
  • Assists in calculation and preparation of monthly payroll and processes the payments of locally recruited staff and Civil Agreement Staff’ salaries.

 

Finance administration:

 

  • Carry out project accounting tasks and activities in order to ensure strict control of all expenditures and the reliability of statements, tax receipts and documentation
  • Assists Project Fin/HR Manager in preparation of monthly, quarterly and annual financial reporting to the FAM
  • Assists in introducing new/existing financial tools procedures and protocols to (new) staff members as approved by the Project Fin/HR Manager
  • Has good understanding of Tajik tax and accounting practicies
  • Assists Project Fin/HR Manager in briefing new staff about financial procedures and regulations in accordance with Tajik legislation
  • Classify and prepare all accounting pieces as requested by the Fin/HR Manager
  • Performs bank transfers after reception of approved bank payment requests, as per the Project Authorization table
  • On a daily basis encodes all finance transactions into journals/registers in Unifield and file the accounting documents as per MSF accounting procedure
  • Follows-up debtors and creditors (bills payable) overview
  • Assists Project Fin/HR Manager in monthly bookkeeping closing process in UniField
  • Ensure correct calculation of taxes as per MOF /MOL Tajikistan, and timely tax returns/payments

 

 

 

 

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           

Fluency in English, Tajik and Russian

Knowledge

Essential computer literacy (word, excel, internet)

Competencies
  • Results and Quality orientation
  • Teamwork and Cooperation
  • Behaviour Flexibility
  • Commitment to MSF Principles
  • Stress Management

 

Gross salary is 5820 TJS.

 

Please send your CV and cover letter (mentioning position in the subject line) to:

[email protected]

[email protected] or submit to the following address:

Dushabe Adhamov 45 Street.

Deadline for applications is 9 June 2023, until 16:00.

 

Kindly note that only short listed candidates will be invited for an interview. MSF does not enter into correspondence with regard to the reasons for non-selection of candidates. MSF does not ask for any fees related to job appliactions.