VACANCY Administration (Finances, Human Resources and Supply) Manager MSF Spain

Background

Doctors Without Borders / Médecins Sans Frontières (MSF) Spain is an international, independent, medical humanitarian organisation that delivers emergency aid to people affected by armed conflict, epidemics, natural and man-made disasters and exclusion from healthcare in more than 65 countries. MSF offers assistance to people based on need and irrespective of race, religion, gender or political affiliation. 

MSF currently has a country coordination office in New Delhi which is part of the Asia Coordination Team (ACT) which oversees the medical activities of MSF in India as well as those of regional partner organisations in a number of countries in Asia.

MSF was awarded the Indira Gandhi Prize for Peace, Disarmament and Development in 1996 and the Nobel Peace Prize in 1999.

MSF-Spain has a transversal interest in the early detection of sepsis. As part of the Asia strategy, MSF-Spain is developing a multi-country study in Vietnam, Indonesia, Cambodia, Laos and the Philippines (list to be finalized) where the objective is to work through implementing academic institutions to develop, facilitate and implement the study.

The study will essentially involve identifying appropriate ´remote´ study sites where different biomarkers and severity scores can be tested to identify combinations that may be used to better identify those patients higher at risk of sepsis and facilitate early and appropriate referral. There is no plan for a formal/typical MSF presence in each of these countries – this will be an atypical ´partnership´ project where MSF will have more of an oversight and facilitative function, rather than as implementers.

In addition to the study, MSF-Spain is also interested in responding to potential emergencies in the country and SE Asian region. As such, the project team will be small, based in Jakarta, Indonesia, comprising of a Project Coordinator, Research Coordinator and Administration (Finances, Human Resources and Supply) Manager . MSF Spain is expected to support a local Indonesian foundation in the coming year and staff will transition administratively to this foundation once agreements are formalized in Q1 2020.

Number of posts available: 1

Location: Jakarta. The position entails about 40% travel between various SE Asian countries as part of the job (non-negotiable).

Last application date: 20^th May, 2020

Starting date: 20^th June 2020

Availability: 6 months; with possible extension.

Email:  msfe-hanoi-admin@barcelona.msf.org

Purpose of the Position

Planning, coordinating, and monitoring all supply chain, administration and finance related activities in the area of intervention according to MSF protocols, standards and policies, in order to optimize the mission’s response to the needs of the target population and ensure an optimal running of the activities.

Functional and Hierarchical Lines

Hierarchically accountable to Project Coordinator (based in Jakarta) and functionally accountable to Regional Finances Coordinator, Regional Human Resources Coordinator and Regional Logistics Coordinator (based in New Delhi).

Main Responsibilities

·       Assisting the Project Coordinator (PC) in setting up the office in Jakarta and providing relevant administrative support for the office registration.
·       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.
·       Establishing, planning and supervising in close collaboration with the PC and the LogCo / HRCo / FinCo, the Supply/ HR/ Fin/Admin activities, and the budget planning, as required in the area of intervention in order to identify, respond and ensure the present and future needs of the intervention.
·       Monitoring the implementation of the following activities in accordance with MSF procedures and guidelines:

1.       Supply:

-          Implementing, in close collaboration with PC, Medical referent and LogCo, the supply chain processes and systems (order processing, reception, storage, packing and management of stocks, cold chain), keeping accurate and updated information on stocks (expiry dates, security level, pipeline and lead times) in order to ensure availability of all the medical and non-medical material and related services under optimal conditions.

-          Carrying out administration related activities, in close relation with the FinCo/LogCo and in accordance with the MSF purchasing and payment procedures for the unit, anticipating short term needs and asking for necessary transfers or withdrawals, the cash management processes in order to ensure liquidity needs and an accurate handle.

2.       Finance/Admin:

-          Carrying out administration related activities, in close relation with the FinCo, the accountancy, general ledger and reporting activities, supervision of payments to suppliers, internal or external, and personnel, ensuring Annual Tax Return and other national social insurances compliance, transparency on accountancy as well as coherent information on service supply chain processes

-          Formulate the budget, monitor fund allocation, monitor expenditures, and prepare budget revisions according to the needs of the projects

-          Provide assistance and recommend solutions to a wide range of financial issues;

-          Assist with preparation for Audit of Projects by third party audit firm.  Follow-up and/or take action on audit recommendations to ensure implementation of corrective actions. Assist in reviewing the audit reports on partner executed projects;

3.       HR:

-          Planning and supervising, in close coordination with HR Coordinator the associated processes (recruitment, training/induction/briefing, evaluation, potential detection, etc.) of the national staff under his/her responsibility as specified by the line manager and the administrative and logistic processes of the international staff of the project in order to ensure an efficient staff sizing, facilitating its reception, movements and legal compliance.

-          Tracking administrative employment contracts for national staff, updating the existing database to comply with local labour regulations, coordinating and supervising procedures for payroll, controlling the payment of overtime and the closing of the monthly payroll. Preparing income tax (computation and reporting) and process the payment in line with the organization’s policies and government’s regulations; ensure up-to-date and well-documented personnel and human resource-related records.

-          Keeping updated on Government’s employment-related regulations including taxation regulations and provide recommendation as needed by the PC.

-          Liaise with relevant government entities, among others BPJS, Ministry of Labour, immigration office, etc

·       Elaborating monthly reports as requiered according to guidelines (SitReps, logistical statistics, etc)

·     Being responsible for all movements organisation (tickets, accommodation, per diem, etc) for staff and visitors.

·     Any other related tasks as specified by the management

Travel

Please note that the position would need to travel about 40% of the time to between various SE Asian countries (non-negotiable)

Requirements:

Qualifications:

Essential Education: Degree in finance, management (business, HR) or administration. 

Work Experience:

·       Essential professional experience of at least 4 years in related responsibilities.

·       Strong knowledge and solid experience in office operations

·       Desirable previous experience in the field of humanitarian aid.

Specific skills:

·       Demonstrates commitment to MSF Principles;
·       Work prioritization and ability to multitask;
·       Ability to work remotely with teams based in different locations;
·     Focuses on results and quality-oriented for the client and responds positively to critical feedback and differing points of view;
·       Computer proficiency in MS Excel and Word;
·       People Management and Development;
·       Ability to communicate effectively, adaptability and teamwork;
·       Understanding in tax is an advantage

Languages : Excellent spoken and written (formal) English is necessary

Others: Indonesian national residing in Indonesia

Salary: 17.151.250 IDR gross/month approximately