Finance and HR Coordinator Assistant

Family: HR & FIN
Level: 7 IRFFG (1,408.00 JOD)
Workplace: Amman
Hierarchical and Functional line management: Finance Coordinator and HR Coordinator
Duration: Fixed Term Contract – One year.
Context Amman Hub:
MSF has been present in Amman since 2006 with different Missions and OCs, and since 2015 with delocalized HQ offices. In 2018, MSF signed a Host-Country Agreement (HCA) with the Jordanian authorities and consolidated its presence in the country, becoming one of the MSF Hubs around the world, with the aim of supporting the quality of our operations in the region and beyond.
Today, Amman Hub is a complex setting, including the presence of 5 OCs with Operations and Organizational Support:
Units: OCA MENA Regional Office, OCBA CAHM (Center for Advanced Humanitarian Medicine), OCG MESO (Middle East Support Office).
Operational Cells: OCBA Cell 1 (Afghanistan, Yemen, Syria) and OCG Cell 5 (Iraq, Lebanon, Yemen, Syria).
Missions: Permanent missions including OCP Jordan (Reconstructive Surgery Hospital), and ad hoc temporary hosted missions including OCA Palestine/Gaza/Syria, OCB Syria/Palestine, OCBA Palestine/Gaza/Yemen.
An intersectional Amman Mutualized Support Office (AMSO) under the direct management of OCBA.
Hosted positions from different OCs and the International Office.
Objectives of the position:
Assisting the Finance Coordinator & HR Coordinator in the implementation and follow-up of the Finance/HR activities of the mission, while executing the accountancy and administration related tasks for the mission, according to MSF protocols, standards and procedures in order to ensure documentary traceability and compliance to local labor and fiscal regulations
Scope of Responsibilities:
General duties:
Supporting the Finance Coordinator & HR Coordinator with delegated tasks to ensure proper management in the Mission (budget, accounting, treasury, reporting, donors, auditing procedures, legal financial obligations, etc.) including the translation of documents into local language and assisting in meetings upon request. Supervising that the internal regulations in the mission are followed in order to ensure both tax and labor regulations compliance
Keeping updated on the local law and informing the Finance Coordinator & HR Coordinator of any changes or misalignment with the practices in place. Ensuring respect of and strict compliance to MSF standards (Chart of accounts, quality of documents, guidelines, expense validation procedures, cash security rules, etc.)
Carrying out all accounting tasks and activities for the coordination, including efficient administration and management of petty cash. Ensuring confidentiality on all finance issues related to MSF as well as the strict control of all expenditures and the reliability of statements and documentation. Processing the payments to third parties, checking that receipts meet the necessary quality standards. Following up on the rental/service contract and insurances dates and informing the Finance Coordinator & HR Coordinator on time to organize payments and renewals
Filing hard copies of documents, entering the information in the accounting software and performing monthly closing procedures for the journals under his/her responsibility
Collecting information on the cost of living on a regular basis.
Executing recruitment activities in order to meet HR needs and executing all contract related activities (file opening and formal documentation archiving, personnel data updating, amendments, termination dates supervision, etc) in order to ensure legal compliance. Presenting and explaining contract terms and the content of the Internal Regulations, Staff Regulations, HR policies and/or living conditions in order to facilitate staff integration and their security
Collecting the variable pay slip elements for Homere (paid holidays, sick leave, unpaid leave, etc.) and supervising the payroll process, checking the list of employees and the amounts payable (variable pay, taxes and social security contributions) in order to ensure accurate and timely payroll payment.
Supporting the Finance Coordinator & HR Coordinator in HR related processes such as registering applicants to training activities and evaluating the results thereof, drawing up annual holiday planning to schedule staff shifts and cover operational needs, organizing travel and files of all staff arriving in the mission (booking and purchase of tickets, pick up from airport, keeping/renewing passports, briefings, induction), ensuring that all staff have valid work, residence and travel permits
Context specific responsibilities
HR Management:
Translate both internal and external documents, agreements, memorandums of understanding (MoUs), contracts, templates, etc. Interpret internal and external communications, meetings, Job interviews etc...
Provide remote support for all recruitment activities related to projects. This includes announcing job vacancies, collecting applications, recording them in the recruitment tool, screening candidates, shortlisting applicants, and conducting written assessments and interviews with the relevant department head or supervisor.

Skills
Accounting, Auditing, Payroll, Documentation

Work arrangement
No