Background

Médecins Sans Frontières (MSF) is an international, independent, medical humanitarian organisation that delivers emergency aid to people affected by armed conflict, epidemics, natural disasters and exclusion from healthcare. MSF offers assistance to people based on need, irrespective of race, religion, gender or political affiliation. MSF is therefore guided by the principles of neutrality and impartiality. These principles must apply to all MSF staff.

MAIN PURPOSE

Execute administrative tasks and do follow up of project accountancy, according to administration manager’s indications and MSF procedures, in order to ensure legal compliance and keep a strict control over monetary resources.

ACCOUNTABILITIES

Major Roles in Finance:

• Implement cash management procedures in order to ensure the highest control and security, and ensure cash availability.
• Process the payment to suppliers and keep strict on all documentation involved, informing the administration manager of any sort of disparity.
• Carry out all accounting tasks and activities in order to ensure strict control of all expenditures and the reliability of statements and documentation.
• File the accounting documents and enter the accounting pieces in the accounting software, with the support from the Administration Manager and/or the Accounting Manager (ACMA).
• Cash management: in charge of planning, organising and following-up cash needs on a daily, weekly and monthly basis, applying the highest control, transparency and compliance with procedures.
• Manage the petty cash box and follw the bookkeeping standards according to the MSF rules, and maintain an accurate and up-to-date cash book, recording all transactions promptly.
• Conduct regular and accurate counts of cash, ensuring proper reconciliation with financial records.
• Prepare and process the payrolls for MSF staff members as well as the incentive staff (DED and MOH) and Daily Workers (DW).
• Bank transfers: Ensure all requests comply with documentation standards required for supplier payment including implement timely follow-up on pending documentation such as EFD receipts, post transaction completion.
• Exercise strict control measure over all payments process, ensuring expenses are verified and validated to ensure compliance with financial policies .
• Identify suppliers eligible for Withholding Tax retention and ensure prompt processing of their payments before the end of the month .
• Check the draft of the contracts before they are validated by the Project Fin/HR Manager, and follow up all contracts to inform on time the Project Fin/HR Manager when there is a need to arrange a renewal, compile additional documents or updating essential information.
• Efficiently organize and classify financial documents, maintaining a systematic filing system for easy retrieval, audit readiness, and comprehensive record-keeping
• Work diligently to maintain the accuracy of financial data, contributing to the overall integrity of the financial records.

Major Roles in HR:

• Execute administrative and legal related tasks, under supervision of the Administrator Manager, checking payroll calculations and updating personal files in order to ensure accuracy, compliance and on time payments.
• Prepare employment contracts in conformity with legal requirements including specific amendments when necessary in order to ensure local labour and fiscal law compliance.
• Enter data into the HR database and personal files and keep them up-to-date in order to facilitate HR processes management.
• Update Social security & Tax office employee files in order to meet legal requirements and duties.
• Draw up monthly pay slips for all staff, editing and updating the necessary data, in order to ensure the punctuality and accuracy of staff payroll.
• Draw up the final pay slip and employment certificate at the end of a contract in order to meet legal requirements while defending MSF ’s interests.
• Support the Administration Managers in translating documents into local language. Assists the Administration Manager in meetings upon request.
• Support Admin Team Leader for the management of MOH and DED staff members (communicaiton with DED HR Officer, contract, JD, roster checking, incentive payment, etc.)
• Manage the cooks and cleaners, prepare their rosters, and conduct appraisals.
• Manage the DW list, keep it updated, and call the DW upon requests.
• Monitor monthly consumption of the hygiene items, stationaries, and tea break items; manage the stock; prepare and place quarterly order following the consumption and budget.
• Assist the Admin Team Leader in the recruitment process (calling the candidates, checking the attendance, etc.)
• Monitor timely creation of files for new staff and assist in obtaining legal employment registration, including NSSF, TIN, and health insurance membership.
• Take lead in onboarding of the new staff (briefing, tour of the premises, introduction, etc.)
• Data collection for the monthly report.
• Support trainers and facilitators for the trainings conducted in Liwale (attendance, preparation of the venue, refreshment, stationaries, etc.)

Minimum Educational Qualification:

– University or technical school diploma in finance, business, or administration

Experience:

– Essential at least two years of working experience in relevant jobs.

– Desirable previous experience with MSF or other NGOs and working experience in developing countries.

Knowledge:

– Mandatory computer literacy (word, excel, internet)

– Knowledge in the Tanzanian Labor Law is an asset

Languages:

– C1 English level required

– Local language (Sawhili) is essential

Competencies:

– People Management and Development

– Commitment to MSF Principles

– Behavioral Flexibility

– Results and Quality Orientation

– Teamwork and Cooperation

Women, people living with a disability or any person feeling like being part of a minority is encouraged to apply. MSF is dedicated to fostering a safe work environment with zero tolerance for any form of abuse.

• Implement cash management procedures in order to ensure the highest control and security, and ensure cash availability.
• Process the payment to suppliers and keep strict on all documentation involved, informing the administration manager of any sort of disparity.
• Carry out all accounting tasks and activities in order to ensure strict control of all expenditures and the reliability of statements and documentation.
• File the accounting documents and enter the accounting pieces in the accounting software, with the support from the Administration Manager and/or the Accounting Manager (ACMA).
• Cash management: in charge of planning, organising and following-up cash needs on a daily, weekly and monthly basis, applying the highest control, transparency and compliance with procedures.
• Manage the petty cash box and follw the bookkeeping standards according to the MSF rules, and maintain an accurate and up-to-date cash book, recording all transactions promptly.
• Conduct regular and accurate counts of cash, ensuring proper reconciliation with financial records.
• Prepare and process the payrolls for MSF staff members as well as the incentive staff (DED and MOH) and Daily Workers (DW).
• Bank transfers: Ensure all requests comply with documentation standards required for supplier payment including implement timely follow-up on pending documentation such as EFD receipts, post transaction completion.
• Exercise strict control measure over all payments process, ensuring expenses are verified and validated to ensure compliance with financial policies .
• Identify suppliers eligible for Withholding Tax retention and ensure prompt processing of their payments before the end of the month .
• Check the draft of the contracts before they are validated by the Project Fin/HR Manager, and follow up all contracts to inform on time the Project Fin/HR Manager when there is a need to arrange a renewal, compile additional documents or updating essential information.
• Efficiently organize and classify financial documents, maintaining a systematic filing system for easy retrieval, audit readiness, and comprehensive record-keeping
• Work diligently to maintain the accuracy of financial data, contributing to the overall integrity of the financial records.
• Execute administrative and legal related tasks, under supervision of the Administrator Manager, checking payroll calculations and updating personal files in order to ensure accuracy, compliance and on time payments.
• Prepare employment contracts in conformity with legal requirements including specific amendments when necessary in order to ensure local labour and fiscal law compliance.
• Enter data into the HR database and personal files and keep them up-to-date in order to facilitate HR processes management.
• Update Social security & Tax office employee files in order to meet legal requirements and duties.
• Draw up monthly pay slips for all staff, editing and updating the necessary data, in order to ensure the punctuality and accuracy of staff payroll.
• Draw up the final pay slip and employment certificate at the end of a contract in order to meet legal requirements while defending MSF ’s interests.
• Support the Administration Managers in translating documents into local language. Assists the Administration Manager in meetings upon request.
• Support Admin Team Leader for the management of MOH and DED staff members (communicaiton with DED HR Officer, contract, JD, roster checking, incentive payment, etc.)
• Manage the cooks and cleaners, prepare their rosters, and conduct appraisals.
• Manage the DW list, keep it updated, and call the DW upon requests.
• Monitor monthly consumption of the hygiene items, stationaries, and tea break items; manage the stock; prepare and place quarterly order following the consumption and budget.
• Assist the Admin Team Leader in the recruitment process (calling the candidates, checking the attendance, etc.)
• Monitor timely creation of files for new staff and assist in obtaining legal employment registration, including NSSF, TIN, and health insurance membership.
• Take lead in onboarding of the new staff (briefing, tour of the premises, introduction, etc.)
• Data collection for the monthly report.
• Support trainers and facilitators for the trainings conducted in Liwale (attendance, preparation of the venue, refreshment, stationaries, etc.)

• Mandatory computer literacy (word, excel, internet)
• Knowledge in the Tanzanian Labor Law is an asset
• C1 English level required
• Local language (Sawhili) is essential
• People Management and Development
• Commitment to MSF Principles
• Behavioral Flexibility
• Results and Quality Orientation
• Teamwork and Cooperation

• University or technical school diploma in finance, business, or administration