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Medecins Sans Frontieres Holland
Sudan - Red Sea
<p>Gross Salary :: 2,035 USD<br>Section/Unit: HR, Finance, Administration<br>Grade Level: 9<br>Supervisor: Base Responsible<br>No. of Post: 1<br>Duty Station: Portsudan<br>Duration: 6 months extendable<br>Closing Date: 08 Oct 2026</p><h4>Background</h4><p>Planning, coordinating and implementing HR, Admin and Financial activities and policies in the project ac-cording to legal obligations and MSF protocols, standards and procedures in order to provide quality, reli-able 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 .</p><h4>Duties and responsibilities</h4><figure class="table"><table><tbody><tr><td><figure class="table"><table><tbody><tr><td><ul><li>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.</li><li>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 <strong>MSF</strong> commitment.</li><li>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</li><li>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</li><li>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</li><li>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 <strong>MSF</strong>.</li><li>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.</li><li>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.)</li><li>Being responsible for all movements and/or accommodation of staff in the Project.</li></ul><ol><li><strong>MSF Section/Context Specific Accountabilities</strong></li></ol></td></tr></tbody></table></figure></td></tr><tr><td><ol><li><strong>Finance</strong> </li></ol><ul><li>In close collaboration with the base responsible and FinCo, managing the operation of the Port Sudan treasury for the smooth running of operations at all times and to maintain as much control as possible about the security risks, in particular: <ul><li>Exploring and implementing ways to minimise cash usage for the port Sudan base.</li><li>Anticipate the planned expenditure (money requests, etc.). Responsible for the cash flow in the Port Sudan, preparing monthly cash forecast to be approved by the base responsible and sent to the Financial Coordinator</li><li>Manage contacts with banks, money transfer agents and at base level with close collaboration with FinCo/Dep. </li><li>Monitor the payment of suppliers and staff salaries.</li></ul></li><li>Ensure payments are made on time and proper resource allocation verified through Wefin and the budget.</li><li>Ensure the food pot system is implemented clearly ensuring no outstanding balances at end of every month.</li><li>Ensuring the timely and accurate calculation of the income tax and social security owings for the port sudan base.</li><li>Responsible for the base monthly closing in Unifield and delivery of complete & accurate hardcopy bookkeeping to Coordination within the required deadlines.</li><li>Responsible for the filing and maintaining registers of the base’s rental and service contracts as well as giving timely reminder to respective departments for the negotiation and renewal of expiring contracts.</li><li>Perform weekly/ monthly cash count of the main safe/ registers with the base and weekly petty cash, cash counts with the Fin Assist/Cashier.</li><li>Ensure proper financial administration in the port Sudan base, ensuring financial procedures are implemented including proper application of Authorization table.</li><li>Review Budget Control Reporting expenditure in liaison with the base responsible.</li><li>Ensuring that expenses bookings are done correctly to the right budget lines / Account codes in Wefin. </li><li>Responsible for ensuring that receipts for payments made are regularly entered in Unifield, preferably on a daily/ or weekly basis.</li><li>Responsible for ensuring approval of a purchase, checking expenses have been budgeted for.</li><li>Responsible for ensuring all the payments have supporting documentation. </li><li>Responsible for reporting all charges related to other MSs-sections have been booked correctly and send monthly report to FinCo. </li></ul><ol><li><strong>HR</strong></li></ol><ul><li><strong>In charge of recruitment , </strong></li><li><strong>Follow up all the HR related tasks </strong></li><li><strong>Follow up on trainings , workshops , COC refresher for staff </strong></li><li><strong>Ensure good quality of HR data *in Homer </strong></li><li><strong>Focal point with HAC and Labour office </strong></li><li><strong>Manage the base with collaboration with base responsible </strong></li><li><strong>Follow up on the movement </strong></li><li><strong>Liaise with other HRCOs from different OCs </strong></li></ul></td></tr></tbody></table></figure><h4>Minimum Qualification, Skills and Experience Required</h4><figure class="table"><table><tbody><tr><td><ol><li><strong>Education</strong></li></ol></td><td><ul><li>Desirable, degree in finance, management (business, HR) or administration.</li></ul><p> </p></td></tr><tr><td><ol><li><strong>Experience</strong></li></ol></td><td><ul><li>Essential, working experience of at least two years in relevant and similar jobs. </li><li>Desirable working experience with MSF or other NGOs, in developing countries. </li></ul><p> </p></td></tr><tr><td><ol><li><strong>Languages</strong> </li></ol></td><td><ul><li>Essential, mission working language</li></ul></td></tr><tr><td><ol><li><strong>Knowledge</strong></li></ol></td><td><ul><li>Essential computer literacy (word, excel, internet) </li><li>Desirable HR and Financial MSF software (Homère, FFC, SAGA) </li></ul><p> </p></td></tr><tr><td><ol><li><strong>Competencies</strong></li></ol></td><td><ul><li>People Management and Development <strong>L2</strong> </li><li>Commitment to MSF Principles <strong>L2</strong> </li><li>Behavioural Flexibility <strong>L3</strong> </li><li>Results and Quality Orientation <strong>L3</strong> </li><li>Teamwork and Cooperation <strong>L3</strong> </li></ul><p> </p></td></tr></tbody></table></figure><p><strong>Interested candidates are requested to send their CV & copy of educational and experience certificates directly to (</strong><a href="http://www.sudanjob.net"><strong>www.sudanjob.net</strong></a><strong>). Or MSF- Holland- Port Sudan- Almatar Area- Squire 5, House# 36</strong></p><p><strong>Required Documents: Motivation letter, updated CV and national ID must be uploaded directly to your application via </strong><a href="http://www.sudanjob.net"><strong>www.sudanjob.net</strong></a></p><p> </p><p><i><strong>MSF is a civil society initiative that brings together individuals committed to the assistance of other human beings in crisis. As such MSF is by choice an association.</strong></i></p><p><i><strong>Each individual working with MSF does it out of conviction and is ready to uphold the values and principles of MSF. We welcome applicants from different backgrounds, such as people of different ages, different genders and members of different language, cultural or minority groups</strong></i></p><p> </p><p> </p><p> </p><p> <strong>Women are strongly encouraged to apply</strong></p>