The position of FINANCE & HR ASSISTANT at Medecins Sans Frontieres (MSF) in Mogadishu is now open for applications. Candidates should bring 2 - 3 years of hands-on experience, preferably in the Finance And Accounting sector. Applications are open until Aug, 23. Don't miss this opportunity.
MSF is an independent humanitarian medical organization providing emergency medical aid to populationsin
need. MSF Somalia mission is seeking a qualified person for the position below:
Job Title: FINANCE & HR ASSISTANT
Work
Location: MOGADISHU; Somalia
Start date: As soon as possible
Length of contract: Fixed term (1year) 100% with 3 months’ probation period.
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
- 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.
- Implement cash management procedures in order to ensure the highest control and security, and ensure cash
availability.
- 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.
- Follow up all expiring rental contract dates and inform the Administration Manager in order to leave enough time to
arrange a renewal or look for some other alternative.
- Assist the administration manager in the prevision of monthly treasury and planning in order to ensure the coverage of
daily needs, advances on salaries, payroll, etc.
- 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.
- Make all administrative information available to the staff (posting, meetings, etc.)
- Classify and prepare all accounting pieces as requested by the Administration Manager.
- 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).
- Support the Administration Manager in translating documents into local language. Assists the Administration
Manager in meetings upon request.
Other tasks include, but are not limited to
Finance Management
Support the management of project finances in accordance with MSF policies, procedures, internal
controls, and Somalia Mission guidelines.
Review all payment requests to ensure they are properly authorized, supported by valid documentation,
and compliant with MSF financial procedures.
Prepare and follow up payment requests for staff, suppliers, and service providers through approved
banking and money transfer channels.
Monitor the status of transfers and ensure proof of payment is obtained, reconciled, and appropriately
filed.
Report and follow up any payment discrepancies, delays, rejected transactions, or irregularities with the
relevant stakeholders.
EXTERNAL VACANCY
Review, code, and accurately record all financial transactions, invoices, receipts, advances, and
supporting documents in Unifield, ensuring completeness, accuracy, and timely data entry.
Ensure all accounting documents are properly translated (when required), stamped, coded, filed, and
attached to the corresponding accounting entries.
Support monthly accountancy closure by ensuring all transactions are correctly recorded, reconciled, and
supported by complete documentation.
Maintain accurate accounting records and ensure finance documentation is submitted to Coordination
according to established deadlines.
Monitor recurrent expenditures and contractual obligations (rent, utilities, communications, service
agreements, etc.) and maintain relevant tracking tools.
Follow up staff and supplier advances to ensure timely justification and closure in accordance with MSF
procedures.
Maintain secure electronic and physical filing systems and perform regular backups of financial records.
Support budget follow-up, treasury forecasting, financial reporting, and any financial analysis requested
by the FIN/HR Manager.
Ensure strict confidentiality of all financial information and compliance with MSF anti-fraud and internal
control requirements.
Prepare payment requests on the online banking payment portal and inform signatories to validate the
payments.
Prepare monthly cash forecasts to be sent to coordination office, for bank and mobile money payments.
Responsible for making mobile money payments in accordance with the policy.
Human Resources & Administration Management
Support the implementation of HR and administrative procedures in accordance with MSF policies,
Internal Staff Regulations, and applicable labour requirements.
Maintain accurate and up-to-date employee records in Homere and ensure all personnel files contain the
required supporting documentation.
Ensure personnel files are complete and updated, including contracts, amendments, job descriptions,
evaluations, behavioural commitments, identification documents, qualifications, and any other required
records.
Support recruitment, onboarding, contract preparation, contract amendments, and end-of-contract
administrative processes in coordination with the HR team.
Monitor staff attendance, leave balances, absences, staff movements, and other HR data required for
personnel administration and payroll processing.
Support monthly payroll preparation by ensuring HR data, allowances, deductions, and supporting
documentation are accurate and submitted within established deadlines.
Follow up employment contracts, administrative letters, contract renewals, and termination documentation
in accordance with MSF regulations and procedures.
Ensure staff are informed of relevant MSF policies, procedures, and administrative regulations and
support administrative briefings for newly recruited staff.
Support annual leave planning for both MOH and MSF and monitor staff entitlements in accordance with
MSF Internal Staff Regulations.
Maintain the confidentiality and secure storage of all HR and personnel information.
Coordinate administrative reporting, documentation, and communication between the project and
Coordination teams.
Monitor office and administration-related supplies in collaboration with Logistics and ensure adequate
stock levels are maintained.
Provide translation and interpretation support for administrative and HR matters when required.
Collaborate effectively with all departments and contribute to the implementation of MSF policies, security
rules, and operational procedures.
Perform any other finance, HR, or administrative duties assigned by the line manager according to
operational needs.
About Mogadishu
Mogadishu, known locally as Muqdisho, is the capital of Somalia and the country's largest city. It serves as the political, economic, and cultural heart of the nation. The city hosts the headquarters of numerous UN agencies, international NGOs, and government institutions, offering diverse career opportunities for development and humanitarian professionals.
Ereyada Soomaaliga (Somali Keywords): Shaqo Muqdisho • Maaliyadda • Shaqo Cusub • Shaqo Buuxda