Job Title : HR/Administrative & Finance Assistant
Job Summary : Assist and support the Human Resources and
Financial department
Base/location : Cairo
Place with the organisation : Hierarchically under the supervision of the Human Resources
and Financial Coordinator
Length : 4 or 5 months (interim maternity leave) Nov/Dec 2010-April 2011
Level : 6
Name of the employee :


JOB PURPOSE

The Administrative & Finance Assistant will be responsible to assist the HR & Fin Co on the overall Human Resources, administration and finance management of the whole mission.

CORE TASKS AND RESPONSIBILITIES

Human Resources and Administration

Assists the HR & Finance Coordinator for all administrative matters, including registration and legal issues

More specifically:

National staff
Maintains and update the individual files of the national staff: ID sheet, job description, contract, leave, medical expenses, evaluation schedule, and salary increment, trainings, using the internal MSF software (Homere)
Prepares monthly salary sheets, calculate taxes, and over time and record it in Homere
Briefs in Arabic the employees about MSF, the Internal regulation, contract, job profile…
Assist the HR & Fin Co for the recruitment of national staff
Supervises the administrative staff including cleaners and cooks

International staff
Is responsible for the arrival procedures for expatriates: schedule the briefings with various departments, collection of main docs (passport, visa, flight ticket, personal file form), cultural briefing, introduction to the team
Keep record and update the individual files of the expatriates and ensure proper follow up on administrative details such as expiry date of visa, permits, passports
Is the main responsible on all aspects related to expatriate’s permits including but not limited to visa request, visa extensions, work permit and residence permit, registration, taxation
Responsible for travel arrangement such as flight ticketing, airport pick up and drop off of expatriates on both national and international level.
Ensures that all expatriates are registered in their relevant embassies/consulates as soon as they arrive in the country
Prepare expatriate per diem and supervise the reimbursements of private phone bills and other private costs
Prepares the Expatriates Movements, Whereabouts on a monthly basis

General administration
Maintains a proper filing system and file accordingly all administration, accounting, legal, or other documents
Follows-up all contracts and agreements, rental agreements, office equipment maintenance contracts, insurances, gas station, utilities etc.
Update the organisation charts & Coordination contact list on monthly basis
Acts as an interpreter for the HR & Fin Co when needed
Drafts and translates documents from English to Arab and from Arab to English

Accounting
Assists the HR & Finance Coordinator in the finance and accounting management of the mission, including follow-up of the monthly expenses and elaboration of financial reports using the internal MSF software (Saga)

More specifically
Is responsible for daily accounting, cashbox transactions (cash requests, cash payments, collection of the receipts, transfer requests from the safe) and cash control
Ensuring that all vouchers and supporting documents are properly organised and filed, and that they are in compliance with MSF internal requirements
Monitors and proceeds to payment of all outstanding bills (telephone, electricity, local purchase etc.)
Monitors operational advances to other staff members
Assists in preparing the monthly checklist and request for transfers
Elaborates the monthly report concerning the expenses follow-up
Responsible for the data entry in Saga (accounting software)
Responsible for the maintenance of full confidentiality concerning any financial information
Check accuracies through running saga entries against cash-counts
Maintain the filing system of financial records
Check Exchange Rate monthly and send to both Coordination & Project offices
Comply with all relevant MSF policies and procedures with respect to fraud, health and safety and other relevant policies
Maintain cheque book and prepare cheques when required
Any other duties requested by the direct supervisor

SKILLS AND QUALITIES REQUIRED:
2-3 years proven experience in Accounting or HR/Administration
Experience of working with accounting software
Proven numeracy skills
Computer literacy with MS Office applications
Knowledge of English – spoken and written, fluent Arabic
Ability to work with little supervision in a busy team
Organisational abilities
Sense of human relations
Dynamic, flexible and pro-active attitude
Motivation to work in an international and intercultural context
Good understanding of humanitarian NGOs requirements
Capable to organise his/her own work, multi tasking

Start Date: November 15, 2010
Duration of Contract: 5 Months (possible extension)
Reason: Interim Maternity leave
Location: Cairo
Closing date for applications: Saturday 06th November 2010
All applications shall be sent to the following email address:
recruitment.egypt.adm@gmail.com