AM00700 PROJECT FIN/ HR MANAGER

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 |

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.

Education

Desirable, degree in finance, management (business, HR) or administration.

Experience

Essential, working experience of at least two years in relevant and similar jobs.
Desirable working experience with MSF or other NGOs, in developing countries.

Language Level Description

B2 Independent User

Vantage or upper intermediate

Can understand the main ideas of complex text on both concrete and abstract topics, including technical discussions in his/her field of specialisation.
Can interact with a degree of fluency and spontaneity that makes regular interaction with native speakers quite possible without strain for either party.
Can produce clear, detailed text on a wide range of subjects and explain a viewpoint on a topical issue giving the advantages and disadvantages of various options.

Technical Skills

HR Strategy Development

AUTONOMOUS

Able to analyze : the local HR context of the project and the HR organization of the project (workload, tasks allocation, needs calculation,...)

Able to contribute to the development and to execute HR strategy for the project (active participation in elaboration of HR strategy based on the operational needs, planning of the activities to be done in order to implement the HR strategy)

Able to translate those activities into a budget and to follow up the achievement of those activities

Legal

AUTONOMOUS

Able to explain and ensure the proper implementation of policies, tools and processes related to legal management of the project (contract, rent,...)

Able to follow up legal aspects of the project management

Able to put in place a system to ensure the proper legal management of the project

Administrative Management

AUTONOMOUS

Able to explain and ensure the proper implementation of policies, tools and processes related to legal management of the project (contract, rent,...)

Able to follow up legal aspects of the project management

Able to put in place a system to ensure the proper legal management of the project

Recruitment

AUTONOMOUS

Able to implement MSF administrative policies and tools (MSP, Health care package, GPS,...)

Able to implement processes autonomously and propose improvement in order to adapt them to the mission/project

Able to implement the function grid

Able to implement a salary revision

Career management

AUTONOMOUS

Able to support the supervisors to detect people with potentials based on competencies

Able to propose career development plan for national staff

Able to follow up career development plans

Training

UNDER SUPERVISION

Able to detect training needs under supervision

Able to propose ad-hoc trainings according to specific needs detected

Organization Design

AUTONOMOUS

Able to support coordinators/supervisors/activity managers to prepare and update proper job descriptions and profiles for all the positions they supervise

Able to define organizational structures and design organization charts with support when needed

Through regular meetings to ensure fluid communication flows in a team

Team Management

AUTONOMOUS

Able to detect situation of conflict or stress within a team

Able to propose team building activities

IT HR Tools

AUTONOMOUS

Able to use the IT system as a management tool, by extracting all the relevant data, analyzing them and drawing conclusion

Transversal Competencies

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Commitment to MSF’s Principles

Demonstrates loyalty, awareness and respect for MSF’s values

Expresses his/her interest by talking/asking/giving informed opinions about MSF’s activities.
Expresses he/she wants to work with MSF because of its principles and mission.
Overtly expresses his/her satisfaction at belonging to MSF and defends MSF’s social mission.
Refers to beneficiaries* when speaking about his/her own work.
Always transmits a positive image of MSF in front of both colleagues and external people.
Translates the principles of MSF into actions.

Behavioural Flexibility

Adapts behaviour to the needs of the situation

Accepts decisions which are not completely in line with his/her personal opinions.
Is flexible in applying and adapting procedures.
Adapts his/her behaviour to the characteristics of the interlocutor and/or situation.
Learns from problems and difficulties, becoming more competent at resolving similar situations in the future.
Looks for adaptable solutions in order to achieve objectives.
Reassesses priorities when circumstances change, focusing on objectives.

Results and Quality Orientation

Improves performance and sets ambitious and realistic goals

Strives to continually improve work methods.
Suggests news ways of increasing efficiency in his/her field of action.
Demonstrates a continuous learning attitude.
Sets as an objective the improvement of the process.

Teamwork and Cooperation

Encourages, engages and motivates people to work as a team

Shows he/she values the experience and input of other team members through empathetic communication.
Makes decisions taking into account how they affect the team.
Actively seeks input from team members to define how they will work together.
Makes sure the common objective is known and supported by all the team.
Works to achieve cohesion and a spirit of cooperation in the team.
Involves the team in the decision-making process that may affect all its members.

People Management and Development

Gives feedback and sets limits

Informs and gives feedback about results achieved by the team.
Individually rectifies ineffective behaviour through constructive feedback.
Acknowledges the positive performance of his/her collaborators, using suitable techniques for the follow-up appraisal.
Manages any discrepancies between team members’ expectations and the reality of their situation.
Is approachable and makes time for all team members.

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