Finance/Administrative Assistant

Applying for MSF
Médecins Sans Frontières (MSF) is an independent, neutral, impartial humanitarian organisation that provides medical assistance to people affected by conflict, epidemics, disasters, or exclusion from healthcare. MSF assistance to people is based solely on their needs, irrespective of race, religion, gender, or political affiliation.
MSF is committed to an inclusive culture that encourages and supports its employees' diverse voices. Individuals of all genders, ages, sexual orientations, nationalities, races, religions, beliefs, ability status, and other diversity characteristics are encouraged to apply.

Context
The MSF Amman Support Office provides administrative and logistical services the delocalized HQ offices for MSF Operational Center Amsterdam (OCA) and Operational Center Geneva (OCG)
The Finance and Administrative Assistant will be part of the MSF Amman Support Office providing administrative services to hosted entities.

Objectives of the position & scope of responsibilities
Under the supervision and with the support of the line manager, the Position holder shall perform the below tasks:
 Implementing cash management procedures in order to ensure the highest control and security
 Assisting the Finance Manager in the prevision of monthly treasury and planning ensuring the coverage of regular payments and ad-hoc needs, particularly from hosted entities and staff.
 Processing the cash and bank checks payments to suppliers/service providers and keep strict on all documentation involved, informing the Finance Manager of any sort of disparity.
 Prepares a single Cheque for IMS monthly Perdiem and makes it available in cash for payments to IMS.
 Carrying out all accounting tasks and activities, classifying, preparing, and filing of all accounting pieces in accounting software, in order to ensure strict control of all expenditures and the reliability of statements and documentation.
 Controlling the daily cash and check management and ensuring that all receipts and documentation meet requirements (procedures, deadlines, information, signatures ...)
 Tracking bills/vouchers, invoices and other running costs and analyzing the related information (costs, service contracts ...) in order to give reliable and updated information
 Controlling cash advances and cashbook movements for each petty cash box, recording all IN and Out transactions, ensuring that cashbox balances always reflect the actual amount of money kept
in the cashboxes and investigating any discrepancy. Ensuring strict compliance with cash control procedures for each cashbox / currency (daily cash control, weekly cash inventory and reconciliations).
 Ensuring a monthly accounts closure and report, checking individual entries, and preparing the necessary administrative documents (originals) as a basis for justification and explanation of payments and receipts made
 Being responsible for filing accounting documents and their annexes, preparing documents for audits, organizing the scanning of documents and archiving mission financial documents
 Preparing non-HR contracts, controlling, and following them up (deadlines, payments, renewals, etc.). Inform Finance Manager for all related tasks.
 Making all administrative information available to the staff (posting, meetings, per diem, finance hours open to the staff, etc.), supporting and assisting the Finance Manager upon request
 Make sure that a monthly rebilling documents are prepared and sent to SY mission Finance Coordinator, ACMA and OCB HQ accounting on a monthly basis in Collaboration with the AMSO Finance Manager.
 Make sure that all documents are validated in accordance with OCB and ASMO validation tables.
 Ensure an efficient filing system (physical and electronic files) of all administrative files at Mission level, granting strict confidentiality of employees’ personal files and other administrative private documents upon request of HRCo for SY.
 Follow up all expiring rental contract dates and inform the HRCO in order to leave enough time to arrange a renewal or look for some other alternative.
 Support the SY HRCO in translating documents into local language.
 Follow up and keep track of leave records of Staff in SY Mission.
 Focal point for International flight requests.
 Ensuring the update of movement-related tools and Mission contact information and their regular distribution (incl. movement lists).
 Being in charge of the preparation of per diems, and housing/room assignments ensuring proper management of guesthouses (furniture, cleaning)
 Act as liaison and provide support to ASO- Admin Officer for visa renewals, documents, tracking etc.
 Provide cultural briefing to international staff.
 Provide suggestions and advise on International Staffs’ holiday requests in line with one’s immigration status.
 Coordinates briefings/debriefing schedules for IMS arriving or leaving Amman.
 Any other task according to competencies delegated by the line management.

Requirements
Education:
- Higher education in Accounting, Finance or Business Administration.
Experience:
- At least two years’ experience in administration or accountancy.
- Essential computer literacy.
- Experience in MSF or other NGO is desirable.
Languages:
- English and Arabic written, and oral fluency is mandatory.
Personal abilities and qualities:
- Results and Quality Orientation L2
- Teamwork and Cooperation L2
- Behavioral Flexibility L2
- Commitment to MSF Principles L2
- Stress Management L3

Contract
- Full-time position 100%.
- 12-months Jordanian contract.
- Position based in Amman
- Ideal start date: 1st January 2025
- Gross monthly salary: JOD 1,215 (+ seniority in MSF) according to the internal regulations and salary grid of MSF in Amman

Application
If you recognize yourself in this profile, we welcome you to send your resume (CV, 2 pages max) and a cover letter (1-page max) in English to: https://msfamman.recruitee.com/o/hr-manager
The closing date for applications is 7th December 2024. The applications will be treated confidentially. Only shortlisted candidates will be contacted.
Notice:
- No monetary transactions, neither demands of favors in kind, nor will other types of favoritism be tolerated in the recruitment process. MSF reserves the right to refuse hiring of a candidate having benefitted from such acts. All illicit demands of these types may be pursued through the judicial system.
- The protection of your personal data is important to MSF. By submitting your application, you consent to MSF using your 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 data will be treated confidentially. Only people part of the recruitment process have access to your data. MSF does not sell your data under any circumstances. If you have any questions or requests, you can contact [Click to show email]