FIN/HR TECHNICIAN (BASED IN LISBON OFFICE) at Médecins Sans Frontières

GENERAL CONTEXT

Médecins Sans Frontières is an international independent medical-humanitarian organization, which offers assistance to populations in distress, to victims of natural or man-made disasters and to victims of armed conflict, without discrimination and irrespective of race, religion, creed or political affiliation.

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.

Each individual working with MSF does it out of conviction and is ready to uphold the values and principles of MSF.

The MSF movement is built around five operational directorates supported by MSF’s 21 sections, 24 associations and other offices together worldwide. MSF OCBA is one of those directorates. The operations are implemented by field teams and the mission coordination teams; together with the organizational units based in Barcelona, Athens and decentralised in Nairobi, Dakar and Amman. The field operations are guided and supported by 5 Operational Cells, the Emergency Unit and other departments supporting operations, including the Fundraising Department.

PURPOSE OF THE FUNCTION

In this role you will be responsible for HR, Finance policies and procedures for MSF Portugal. You will have to assure that the implementation of these policies and procedures is successful and according to legal obligations and MSF protocols, standards, and procedures to provide quality, reliable and transparent information to the organization. The position will require flexibility and adaption as the office is new and with a small team and the tasks are versatile.

Reporting to the Head of Office, the purpose of the function is to provide efficient and effective Human Resources, Financial management and office administrative support for MSF Portugal Office.

MAIN OBJECTIVE OF THE SPECIFIC ROLES AND RESPONSABILITIES

• Planning and ensuring the implementation of, in close coordination with the Country Representative and the associated MSF Offices, the HR& Admin processes and policies (recruitment, training, briefing, induction, evaluation, potent, development and compensations & Benefits) for the MSF Portugal office staff;
• Implement and ensure proper financial management of MSF resources based on MSF standards and Portuguese legislation.
• To implement and execute the accounting and administration of invoices, reimbursements, and re-invoicing other MSF sections in a responsible way and according to Portuguese legislation and MSF guidelines.
• Support the fundraising and income reporting by accountability, credibility and stability in the financial administration.

MAIN ACTIVITIES IN THE ROLE

Accounting

• Responsible for managing the day to day accounting of the MSF Portugal branch office including monthly bookkeeping, processing of invoices and payments ensuring that MSFPT complies with the authorization levels as prescribed in Finance Policy.
• Focal point and main responsible for the finance system and maintaining high quality systems for all financial records.
• Administration of manual payments such as prepayments, reimbursements, cards and refunds.
• Processing and registration of donations received via non automatic payment methods like, but not limited to, bank transfer, bank check, MBWay and cash, in the CRM.
• Processing and registration of donation refunds.
• Monthly reconciliation of revenue actual flows with CRM revenue records Collaborate with fundraising team to ensure effective and qualitative procedures.
• Responsible for preparing year end accounts in audit format for MSF Portugal.
• Administration of re-invoicing within the MSF Spain and Brazil Office.

Finance management

• Responsible for monthly reconciliations and monthly closing, managing and preparing monthly management reports.
• Engage with our Auditors on the financial audit, preparing all documentation and files and addressing queries.
• Support and provide tools for Managers for budget follow-up and forecasting;
• Responsible for and monthly reporting with MSF Brazil and Spain Finance Department and International Office Finance reporting (SAP).
• Responsible for the structure and the compilation of the MSF Portugal budget.
• Ensuring compliance with relevant Portuguese financial legislation and money collection legislation.

Human Resources and Administration

• HR management within the Office: Support the implementation of administration through Local policies defining or adapting MSF HR Policies and Management Guidelines to the new office.
• Advising on set-up and updating the project’s organizational chart and job descriptions and assisting the Country Representative and heads of Unit;
• 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 MSF commitment.
• Supervising/performing payroll procedures, ensuring that all data related to monthly salary calculation of the employees are correctly registered (days off, unpaid leaves, sick leaves, overtime, salary advance, etc.), in order to ensure on time and accurate salary payments.
• Manage the calls, correspondence, courier, e-mails and other incoming documents; will take care of the material resources: office stocks, exhibition materials, IT materials, backups and systems, and general logistic issues.
• Manage and negotiate office supplies and office administration contracts (facility, ITC and administration related) and manage the purchases.

REQUIREMENTS

• Desirable, degree in finance, management (business, HR) or administration.
• Essential, working experience of at least two years in relevant and similar jobs.
• Knowledge of financial procedures and processes and familiarity with the use of management information systems for financial management.
• Proven experience of recording accounting transactions and maintaining accounting records.
• Proficient working knowledge and experience of using Microsoft Office Tools to advanced level.
• Good interpersonal and negotiation skills with an ability to manage and build relationships.
• Proven ability and willingness to work under pressure to process high volume of work while meeting tight deadlines.
• Strong ability to multi-task and prioritize on going vs. immediate needs appropriately.
• Ability and willingness to work independently and under minimal supervision.
• Portuguese and English languages skills.

COMPETENCIES

• Commitment to MSF principles
• Planning and Organizing
• Teamwork and cooperation
• Analytical Thinking
• Results and Quality Orientation

CONDITIONS

• Position based in Lisbon office.
• Full time job.
• 12 months contract, with possible extension depending on the evolution of the assigned portfolio.
• Annual gross salary: 3A – 16.030,29 (divided in twelve monthly payments) + Secondary Benefits based on MSF-OCBA Reward Policy.
• Starting date: 01/05/2022.