Project Finance, HR and Administration Manager – International Missions – MSF à Djibouti

International Mobile Staff (IMS) Pool Recruitment - managed by Nairobi (MSF Eastern Africa)

About Médecins Sans Frontières (MSF) ?

Médecins Sans Frontières/Doctors Without Borders (MSF) is an international independent medical humanitarian organisation that provides assistance to people affected by conflicts, epidemics, and natural or human-made disasters and excluded from healthcare. We provide this assistance without discrimination, irrespective of race, religion, creed or political affiliation.

About MSF Eastern Africa

MSF Eastern Africa is the regional institutional office of MSF. It focuses on representation and networking, recruiting and supporting staff from the region, communications and fundraising, as well as working on other dossiers of importance to MSF such as Diversity, Equity and Inclusion (DEI), Data Protection, mutualization, training, medical operational support and environmental health.  

Position Title: Project Finance, HR and Administration Manager.
Contract Type: International Mobile Staff (IMS) contract.
Location: Global (According to the project mission/ program country location). 

Main purpose of the position:

Planning, coordinating and implementing HR, Admin and Financial activities and policies in the project according to legal obligations and MSF protocols, standards and procedures in order to provide quality, reliable and transparent information to the organization on the use and allocation of resources in the project and to realize the HR capacity required to achieve project objectives.

Apply now

Standard/ General position accountabilities:

• In close coordination with the Project Coordinator (PC) and the HR Coordinator and Finance Coordinator, calculating, analysing and monitoring the project's HR and Financial operational needs and the associated budget in order to efficiently ensure the required sizing and capabilities of the project and proper allocation of funds according to funding contracts. Proposing corrective actions when required.
• Planning, supervising and ensuring the implementation of, in close coordination with the HRCo, the associated processes (recruitment, training, briefing, induction, evaluation, potential detection, development and communication) of the project staff in order to ensure both the sizing and the amount of knowledge required. Supporting the project line managers in said processes in order to improve staff capabilities, their end results contribution to mission goals and to boost their active participation and MSF commitment.
• Advising on set-up and updating the project's organizational chart and job descriptions and assisting the PC, and/or team leaders and supervisors to draw up annual holiday planning and staff shifts in order to forecast HR needs and to ensure HR availability for the project activities
• Ensuring hiring, amendments and contract termination formalities for employees at project level are according to local labour laws. Archiving and updating individual employee files, informing them on their rights and preparing all mandatory tax declarations, in order to ensure legal compliance. In close collaboration with the PC and HRCo, looking for the best options to avoid and/or solve possible labour conflicts in the project
• Supervising/performing payroll procedures, ensuring that all data related to monthly salary calculation of the project national employees are correctly entered in Homere (days off, unpaid leaves, sick leaves, overtime, salary advance, etc.), in order to ensure on time and accurate salary payments. Under supervision of the HRCo, ensuring the indexation process of the national staff salary grids are in order to ensure internal equity, cost-of-living adjustments and the correct application of employment conditions in the project sites
• In close collaboration with the PC and HRCo, implementing the administrative procedures of any Memorandum of Understanding (MoU) in force between local partners (e.g. Ministry of Health, etc.) and MSF.
• 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.
• Implementing and supervising transactional procedures and systems in order to ensure transparent accounting practices and full documentary traceability (invoices, receipts, bank statements, etc.), following MSF guidelines and rules, and using the respective software in place. Ensuring and controlling the monthly and yearly accountancy closure and all HR, Administrative and Financial reporting of the Project (Homère and accounting software monthly closure, sitreps, etc.)
• Being responsible for all movements and/or accommodation of staff in the Project.

Mission/ Project specific accountabilities:

Depending on the needs in the field and the context, Mission/ Project Specific accountabilities will be adjusted. Candidate/Staff shall receive an updated TOR (Terms of Reference)/ JD (Job Description) designed for that specific position in that specific mission/ project. 

Minimum Requirements: 

• Education: Degree in Finance, Management (Business, HR) or Administration. Desirable training in Finance and HR. 
• Experience: 
  • Mandatory: 3 – 5 years of professional experience in a related field. 
  • Desired: Experience working in MSF or other INGO, experience working in low income/ conflict / low resources contexts is a strong asset. 
  • Languages: 
• Mandatory: Fluency/ working proficiency in both English and French. 
• Desired: Arabic, other languages. 
• Knowledge: 
  • Essential: Computer literacy (Word, Excel and Internet).
  • Desirable HR and Financial MSF software (Homère, FFC, SAGA)
• Competencies: 
  • People Management and Development
  • Commitment to MSF Principles
  • Behavioural Flexibility
  • Results and Quality Orientation
  • Teamwork and Cooperation
• Availability: Minimum 9 - 12 months’ commitment is required (longer commitments are highly desired). 
• Flexibility: Travel without family, moderate living conditions in the field.
• Commitment to MSF Charter, MSF Principles and EDI (Equity, Diversity and Inclusion).

What We Offer:

1. Employment Contract: Staff sign a contract for the duration of the mission. 
2. Financial Benefits: 
   • Monthly Salary: A modest salary ranging between EUR 1,883 and EUR 2,217, based on profile and experience. 
   • Per diem: Monthly per diem to cover daily expenses such as food and other personal expenses, based on the cost of living in the mission country and the mission’s policy. 
   • Home Child Allowance: The HCA is a monthly amount paid out for dependent children under 18 who remain at home. It is provided systematically to employees with an initial long-term assignment (12 months and more) and is capped at 3 children per employee.
   • International Retirement Savings Plan: Staff are automatically enrolled in an International Retirement Savings Plan with MSF contributing 7% of the salary. 
3. Accommodation: While on a mission, MSF covers staff accommodation in a shared guesthouse, including utilities and housekeeping, etc. 
4. Health Insurance: MSF covers staff health insurance for the duration of their contract. 
5. Medical Checkup and vaccinations: MSF covers all necessary medical checkups and vaccinations to prepare the staff for the field mission. 
6. Flight Tickets: MSF covers staff tickets from home country/ residence country to the project location and back. For 12 months and more commitment, MSF covers full round-trip tickets for staff every 6 months, or according to the mission’s policies. 
7. Holidays:
   • Annual Leave: 25 to 30 working days per year, prorated according to the length of the contract. 
   • R&R/Rest & Recuperation: Depending on the project/mission policies, staff might be entitled to 3-5 days of R&R every 6 weeks, spent in the capital or neighboring country. These are not deducted from the annual holidays. 
   • Public Holidays: Staff might take days off on all public holidays in the mission country, or according to MSF policies for that mission. 
   • Other Holidays: sick leave, circumstantial leave, maternity leave, paternity leave, etc.
8. Career Development: Once a candidate is validated for the pool, she/he is assigned a Career Manager, who supports the staff throughout their career in MSF. MSF provides many learner resources (access to technical reference in your field of expertise, online learning resources, face 2 face trainings, Peer 2 peer learning, eternal courses/ higher education, anymore!). 
9. Team composition: Working with multinational team members from different backgrounds. At the moment MSF has over 170 nationalities that you get to work with during your career with MSF.
10. Mobility: You'll have opportunities to travel to different locations for work, training, collaboration, giving you a chance to experience different cultures and broaden your professional network. 

Application process

• If you recognize yourself in this profile, and you have the minimum requirements for the role, we welcome you to apply directly via MSF EA website (https://msf.or.ke/work-with-us) > “Work in our projects” section
• Please ensure to attach your applications in English. 
• If you have any questions regarding your application, please contact recruitment@nairobi.msf.org. Kindly use this email only if you face any technical issues related to your application—for example, if you do not receive an automated response or encounter problems uploading documents. Applications sent directly to this email will not be considered.

Information

The protection of your personal data is important to MSF. By submitting your application, you consent to MSF using your personal data only for the recruitment process to have all the information and documents necessary to proceed with the recruitment, validation of your application and selection of the most suitable candidate. Your personal data will be treated confidentially. MSF will not use your personal data in any other way not foreseen for purposes of recruitment. 

MSF is an equal-opportunity employer and does not charge any application/ recruitment fee.

MSF values diversity and is committed to creating an inclusive working environment. We welcome applications from all qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, color or ethnic and national origins, religion or belief, or sexual orientation, and all other diversity characteristics. Women and persons with disability are encouraged to apply.

Lately MSF is a civil society initiative that brings together individuals committed to the assistance of other human beings in crisis. As such MSF is by choice an association. Each individual applying for MSF roles does it out of conviction and is ready to uphold the values and principles of MSF.

Apply now