Position: Admin Fin assistant
Job family: Administration
Country: Italy
Area: Catania
Closing application: 13/02/2017
Start of the contract: 06/03/2017
Duration of the contract: 6 months
Type contract: Fixed term work contract (CCNL ANPAS)
Level: 5
Referent: Deputy HR FIN Co
All interested candidates can submit their application, including curriculum vitae, motivation letter, as well as authorization to process personal data (d.lgs 196/2003) to the email address msfocb-rome-office@brussels.msf.org, no later than 13th February 2017. In the email title, must be clearly specified the position of interest. According to urgent need to fill the position, doctors without borders – mission Italia therefore reserves the capacity to close the position earlier.
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
HR FIN MANAGER
- Manages all local contracts (rental housing, utilities, car rental) and regular contact with local suppliers;
- Ensures the payment and get track of the invoices for all purchases of the project;
- Helps the Deputy HRco in the management of daily administrative activities;
- Provides accommodation for the team in suitable housing;
- Manages the administration of HR (follow-up of the staff on site, Per Diem, refunds, holidays);
- Manages the administrative practices for the access in CIE / CPSA / PORT;
- Is in charge of the team and visitors movements (travel bookings, hotel etc …);
- With the support of the Deputy HR FIN CO ensures the implementation of the correct administrative procedures of the project.
AREA FINANCE
Accounting
- Controls invoices, documents related to dockings and check that the HR setup is working. When the boat is onshore, (s)he takes care of the HRs on board of the boat, being sure that they have a moment to distress and that they have everything they need to sail again;
- Is responsible for local accounting, entering accounting lines according to MSF internal procedures;
- Executes payments and records all movements in accounting software (SAGA);
- With the support of the Head of Finance manages the SAGA accounting software.
Budget
- Ensures administrative reports and the transmission of accounting and financial documents to the Finance Coordination;
Treasury
- Prepare together with Deputy HR FIN co the cash reports and monthly bank, manages and controls the cash flows and sends the monthly monetary demand;
- In strict collaboration with the log supply manager follows all invoices and payments.
Procedures
- Ensure that all payments, spending commitments etc … are done with MSF procedures (validation and signatures).
Requirements
Education
- Preferably university degree
- Training in project management
- Essential secondary education and technical diploma or technical university degree.
- Desirable, degree in finance, management (business, HR) or administration.
Experience
- Previous experience with MSF is an asset
- Essential previous experience of at least two years required in the field of humanitarian aid with MSF or other NGOs.
Languages
- Proficiency in italian = mandatory
- Proficiency in English = mandatory
Knowledge
- Advanced computer literacy (Word, Excel, PP, Internet)
- Knowledge of HR and accounting software is an asset (Homere, Saga)
Skills
- High flexibility
- Result oriented
- Teamwork and autonomy
- Knowledge of the legal environment (labour, fiscal, commercial and maritime)