New Job Openings at Medecins Sans Frontieres (MSF)

MSJ Jobs, Jobs in Kenya, Finance Managememt Jobs,

Emergency Finance Coordinator

Objective of the Position

Defining, coordinating and monitoring the implementation and management of finance strategies, policies, internal control and all financial administrative and legal issues in the mission, in line with the context and operational challenges and MSF protocols, standards and procedures, in order to provide accurate, trans-parent, timely and reliable financial information to the organization and third parties on the allocation of resources in the capital and at the emergency interventions.

Tasks & Responsibilities

In collaboration with the other MSF team members:

• As an key member of the KERSO, participating in the definition of the mission objectives and strategies in collaboration with the other Coordinators, planning, implementing and monitoring the financial operational and budget needs, anticipating changes and challenges and planning accordingly, in order to ensure budgets are relevant and appropriate.
• Defining the financial strategy for the mission together with the Head of Mission /EMCO, assessing and mitigating the financial risks of the mission and ensuring the implementation of a relevant KERSO and emergency invention organizational set up and a reliable internal control system, in order to meet all financial obligations while keeping financial ethics respected at all times within the country.
• Ensuring proper implementation and respect of MSF policies and guidelines, ensuring they are aligned with legal requirements and within the national legal framework, and designing or adapting relevant local policies, procedures and tools for optimized management of financial resources.
• In collaboration with the technical referent at HQ, managing the funding agreements with donors e.g. coordinating and preparing proposals and financial reports to donors and managing donor contracts.
• Coordinating and ensuring the efficient management of the treasury including the whole accounting of the KERSO and emergency intervention, in order to ensure the smooth running of operations at all times and maintaining as much control as possible on security risks. This includes among other things, defining minimum levels of cash, anticipating planned expenditures, managing local bank accounts and transfer of funds, managing contacts with banks and/or other financial institutions at KERSO level, and monitoring the payment of suppliers and staff salaries
• Providing regular and adequate indicators to monitor the financial health of the KERSO and emergency intervention, providing relevant cost analysis, regularly monitoring of expenses vs budget, analyzing variances and suggesting corrective actions when needed. Being responsible for the management, supervision and development of the finance team, including coaching, training, motivating and ensuring their capability, detecting potential conflicts and finding solutions when necessary. Sensitizing key executive staff such as departments’ responsible, budget holders and relevant management on financial risks and the extent of their financial responsibilities.
• Ensuring the proper application of HR policies and associated processes (recruitment, training, briefing/debriefing, evaluation, potential, detection, staff’s development and internal communication) in order to ensure both the sizing and the amount of knowledge required for the finance activities.
• Coordinating and overseeing the monthly and yearly closing of accounts with the aim that the statement reflects the financial reality of the KERSO and the emergency interventions.
• Supervision of the Finance department staff / CO-Leading HR/Fin department and ensure proper HR back up at field intervention

General duties related to Emergency

• Ensure proper implementation of MSF finance standard guidelines and procedures and where necessary set-up relevant adjusted policies and procedures for the Emergency response in collaboration with other CEST(Country Emergency Support Team) and HQ cell.
• Train and evaluate the finance department staff / Offer E-Response financial risk management and mitigation strategies. e.g. insurances.
• Back up Accounting/ Fin /HR at field level and EMCO being mobile between field intervention and capital.
• Back up S.Sudan finco during long absences
• Reinforce the finance team in the region upon request in case of emergencies directly managed by missions and/or emergencies managed by the e-pool.
• Ensure both support and control of the finance staff as technical referent for budget and any finance issue
• Ensure that necessary financial controls are in place and adapted to the E. Response to avoid creating unnecessary frustrations during the interventions
• Define and evaluate the E. Response money security rules according to the intervention context and MSF standard guidelines.
• Analyze and recommend new ideas on cash management during the emergencies analyzing the risks and developing policies where necessary
• Manage the banking support for the regional missions with bank accounts in the Country (S.Sudan and Sudan missions).

The position holder may be asked to take up additional duties/ hold another position for purposes of Emergency Intervention.
S/he will be taking up the position of Emergency Response Coordinator in case there are simultaneously 2 emergency interventions Or 1 Emergency intervention plus 1 Explo/visit

Qualifications & Requirements:

Education:

• Essential, degree in Economics/Finance or related studies

Experience:

• Essential, working experience in relevant and similar jobs.
• Ability to define, coordinate and monitor the implementation and management of Finance strategies, policies, tools in the country-specifically in emergency context and operational challenges
• Ability to set up Finance in emergency, recruit, and train the Finance team.
• Strong knowledge of accounting principles, financial reporting, and regulatory compliance.
• 2 years MSF experience in finance and in emergencies as pre-requisite
• For MSF staff : Previous D/Finco , Finco or Experience Finance Manager is a must.

Knowledge:

• Essential: Computer literate (MS Office Suite); Unifield, Wefin software knowledge

Skills/ Competences:

• Excellent interpersonal skills including cultural sensitivity, assertiveness and negotiation skills.
• Strong Leadership and people management.
• Good communication and presentation skills. / Team player and multi-cultural sensitivity.
• Flexibility – ability to operate in a changing environment. / Planning and Organization.
• Financial analysis and forecasting. / Analytical and problem-solving abilities.
• Excellent presentation and communication skills, with emphasis on writing skills

Language: Proficiency in written and oral English & Kiswahili.

HR-Finance Manager

Objective of the Position:

Is responsible of ensuring that MSF is a Responsible employer in the mission, supports proper management of HR across the board and assumes full responsibility of all Administrative and legal issues in the Mission.

Tasks & Responsibilities:

She/he will perform the following main tasks, among others:

• Know labour legislation in force in mission country; keep her/himself informed of any amendment made in labour legislation by regularly checking legislation sources and/or regularly meeting with lawyer, other local authorities at this level.
• Know all MSF policies, procedures, tools, standards and principles regarding all staff’ (national, international, regional, etc.) working conditions, benefits and remuneration, job profiles and function grids, health coverage, etc., adapts them to the Mission reality and ensures an equitable, efficient, transparent, fair and accountable implementation by all relevant staff throughout the Mission.
• Is responsible for the proper implementation and follow up of internal regulations and terms of employment contracts of all national staff, ensuring that all staff is employed in the frame of fair labour conditions, and according to local legislation, MSF HR vision, values and principles.
• In close collaboration with HRCo, ensures regular administrative meetings with all staff throughout the mission take place in order to ensure they are aware and respect their rights and duties and to inform them of any change in Labour legislation and general employment framework which may affect them (i.e. legal amendments, changes in local practices, new HR-Admin policies or procedures, amendments to Internal Regulations, etc.).
• Is responsible to ensure that all functions and job profiles at Mission level meet with the Mission’s function grid approved by HQ and are aligned with MSF Standard Job Profiles and Function Grid,
• Is responsible to ensure that National Staff remuneration (salary, post adjustments, compensations, final settlements, etc,) and benefits (holidays, leaves, social coverage, health coverage, etc.) meet with the Mission’s salary grid validated by HQ, Internal Regulations and HR policies, ensuring MSF acts as a responsible employer at any time.
• In close coordination with the Financial Coordinator, ensures fulfillment of national legislation regarding employees’ taxes and social security at Mission level, checks that monthly declaration forms for taxes and employee/employer social security contributions are correct and sends them to the Financial Department. .
• Informs HRCo in case a legal risk is detected within her/his area of responsibilities and suggests actions to take in order to prevent it. Follows up employees’ claims and keeps HRCo informed at any time.
• Ensure that MSF, as an employer, as well as all MSF employees comply with safety and risk prevention measures as stated by local legislation and/or MSF standard policies and procedures.
• Ensure an efficient filing system (physical and electronic files) of all administrative files at Mission level, granting strict confidentiality of employees’ personal files and other administrative private documents upon request of HRCo, and ensuring preparedness in case of evacuation.
• Upon request of the HRCo, maintain regular contact with ministries, national administrations, other MSF sections and other NGOs to improve/keep up to date with administrative practices.
• Knows Homère in depth and ensures a proper parameterization, use of the system and quality of data throughout the Mission, being her/himself the Missions’ technical reference in absence of a person specifically in charge of the system.
• Ensure, in close collaboration with HRCo and Logistics department, that all international and internal movements in the Mission are properly managed (visas, tickets, per diem when necessary, dates of arrival/departure, etc.), and ensures proper accommodation conditions (i.e. room, food, etc.) by informing all relevant people/departments.

During Intervention: Alternate role with Acc/ Fin/ HR Mger. (Being the first at field level)

• Is responsible for FIN/HR set-up during Emergency Interventions. S/he being the HR/Fin person at field and evaluate the need for recruitment
• Implement all MSF policies, procedures, tools, standards and principles regarding all LHS working conditions, benefits and remuneration, job profiles and function grids, health coverage, etc.,
• Ensuring hiring, amendments and contract termination formalities for employees at the intervention level are according to local labour laws.
• Support in the implementation of performance management process for the E-Response team.
• Planning and supervising Finance and HR processes (recruitment, training/induction, feedback, operational advances).
• Implementing circuits and workflows (management of cash boxes, transfers, advances, purchase procedures, payment validations, follow up of regular payments, bank reconciliation) in order to anticipate expenses at project level and to optimize cash needs and its security.
• Ensure that the procedures governing money management are properly followed.
• Is responsible for the financial management in the emergency location.
• When required, briefing all staff involved, on specific accountancy management.
• Being responsible for all movements and/or accommodation of staff in the Project.
• Back up of HR responsible.

Qualifications & Requirements:

• Education: Essential, degree/advanced diploma in HR management or administration related studies.
• Experience: 2 years related Human Resource and Administration Knowledge of a broad range of HR strategies and practises including compensation, performance management, safety, hiring and employee relations.
• Experience in finance or accounting: MSF Experience as HR manager, previous HR/Fin Manager.
• Skills And Competencies: Strong communication skills (interpersonal, verbal, written) with the ability to establish systems and networks, coordinate with diverse groups, and write concise and accurate reports.

Familiar with country specific laws and regulations governing Human Resources in Kenya

• Good analytical and organizational skills with the ability to manage multiple complex tasks independently.
• Ability to work independently in complex environments.
• Ability and willingness to travel around the country as required.
• Good computer skills
• Strong organizational and planning skills.
• Ability to create a culture of diversity, inclusivity, collaboration and teamwork.
• Commitment to MSF Principles.
• Proficiency in written and oral English & Kiswahili (desirable). 

Method of Application

Applicants MUST be Kenyan nationals and have the necessary statutory documents (ID, NSSF, NHIF and KRA PIN certificate). Candidates meeting the above qualifications are requested to ONLY submit a motivation letter and an updated curriculum vitae as a single file (in pdf-format), mentioning on the subject email line “Emergency Finance Coordinator”, to:

The HR Coordinator
Médecins Sans Frontières Belgium (Kenya)
Email: msfocb-kenya-recruitment@brussels.msf.org