VACANCY

Field Admin Fin assistant

MSF OCBA India

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Background

Doctors Without Borders/Médecins Sans Frontières (MSF) is an international humanitarian medical aid organization working in more than 65 countries worldwide. Médecins Sans Frontières is neutral, impartial, independent, and not linked to any political party or governmental body. It provides emergency medical assistance to people in need, irrespective of their nationality, race or religion. In 1996, MSF received the Indira Gandhi Prize for Peace, Disarmament and Development and in 1999 MSF was awarded the Nobel Peace Prize. MSF has worked in India since 1999 and provides medical treatment to hundreds of thousands of Indian patients.

MSF provides free-of-charge essential healthcare. MSF runs hospitals and clinics, perform surgery, fight epidemics, operate feeding centres for malnourished children and offer mental healthcare. MSF currently runs projects in the states of Bihar, Manipur, Maharashtra, Jammu & Kashmir, Chhattisgarh and Telangana. MSF India is one of 24 offices and operational centres in Europe, America, Asia and Australasia, pooling funding, expertise and staff for MSF field operations. MSF India has three key objectives in support of field operations: the recruitment of skilled medical and non-medical staff, the raising of vital funds, and public information work.

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GENERAL

Number of posts available: 1

Location:Asansol,Burdwan district. In the event of an emergency, potentially available to work in other States within India and/or the region.

Project: Paediatric Febrile Illnesses

Availability:Minimum 1 year, annual renewal of contract

Last application date:28th June, 2015

Starting date: July, 2015

Email:ND

Purpose of Post

  • To do the cash management and bookkeeping in accordance with MSF standard procedures.
  • To perform the administrative procedures of the project strictly following the MSF standards.

Functional and Hierarchical Lines

  • Hierarchically accountable to Field Admin / Fin
  • Functionally accountable to Field Admin / Fin and Accountancy Manager

Main responsibilities and tasks

Finance:

  • Management and administration of the petty cash in the project;
  • Ensure the cash availability at the location, including small denominations, and communicate any money requests timely to the Field Admin-Fin or the Field coordinator (FC);
  • Record keeping (collection and processing of receipts of payment) of Petty cash safe;
  • Cash operations including advances, expenses, and to conduct cash-ups on a regular basis with Field Admin-Fin
  • Payment of bills authorized by the Field Admin-Fin in all outstanding expenses (telephone, electricity, local purchase)
  • Ensure the follow-up of TDS (Tax Deduction at Source) procedures
  • Payment of per diems
  • To prepare national staff salary advances and payment of monthly salaries to the staff.
  • Data entry of expenditures into the FFC in accordance with the MSF accounting standards (Chart of Accounts, internal protocols)
  • To prepare all monthly FFC recordings (original, and photocopies)
  • To prepare and co-sign monthly cash count statements, and
  • To communicate any financial irregularity noticed during bookkeeping operations to the Field Admin-Fin or Field Coordinator for further follow up.
  • To participate in calculations and modification of project budget
  • To strictly follow any money security procedure in the mission.
  • To participate in the monthly forecast for the expenses in the project.
  • To support in any transaction of funds in the project (transfers from the Bank, another projects)
  • To do the monthly closing following the deadlines and send the MSF documents (invoices, vouchers) to Capital.
  • To assist The Field Admin-Fin in the MSF standards for accounting.

Administrative:

  • Responsible for all administration procedures as assigned by Field Fin Admin and/or Field Coordinator
  • Prepare individual contracts and maintain overview of all national staff employment contracts
  • Compile and update individual employee files (paper and Homere)
  • Assist in recruitment and selection of national staff where required
  • Provide briefings for new staff and arrange relevant documents (ID card, dependent nominees, EPF declaration, bank a/c details) for administration purposes
  • Maintain all leave records (paper and Homere) and provide regular updates to managers as required
  • monitor staff medical expenses reimbursement to ensure limits are not exceeded
  • Maintain records of new applicants and all previous national staff documents
  • Produce monthly payroll (in accordance with salary scales and Internal Regulations) with respective documentation and overviews for approval and effect payment
  • Follow-up the EPF (Employee Provident Fund) requirements
  • Responsible for keeping the Administrative office organized, all documents (both hard and soft copies) archived, filed and easily accessible for the Field Admin-Fin and Field Coordinator
  • Organizes air tickets inside the project through the identified travel agent
  • Follow-up all utility bills (electricity, mobile phones, internet bills) checking their accuracy and ensuring timely payment of the same;
  • Follow-up of all leas contracts (office, warehouses, houses, service providers)
  • Timely payment of all MSF rental property
  • Inform Logistic department of staff movements
  • Follow-up in cooperation with the respective departments of all insurances of the MSF assets in the project.

REQUIREMENTS

Qualifications

  • Graduate or Diploma in Accountancy/Finance/Administration

Work experience

  • 1 year minimum experience in Accounting/Finance

Specific skills

  • Ability to organize & priorities workload independently, using initiative when appropriate.
  • Attention to detail and accuracy
  • Able to integrate into a multi-cultural team and cooperate with co-workers.
  • Good spoken & written English;
  • Essential good understanding of Bengali and Hindi language
  • Ability to maintain confidentiality & diplomacy
  • Able to work independently as well as part of a team
  • Able to be flexible in taking up tasks outside of regular job responsibilities as required.
  • Good knowledge of MS Office especially MS Word and MS Excel
  • Punctuality and ability to act with responsibility

HR & Benefits

  • SALARY: Rupees 24,464 gross per month.
  • Benefit of 13th Month Salary
  • PF and Gratuity are applicable as per law.
  • TOTAL LEAVES: 27 leaves + 12 public holidays per year.
  • Wide Medical coverage (Employee + Direct Relatives), as per organization policy.

To apply please email your CV and covering letter with the subject Ref: Fin Admin assistant to

AND

ONLY SHORT-LISTED CANDIDATES WILL BE CONTACTED AND INVITED FOR INTERVIEW.

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