Human Resources and Finance Coordinator At Médecins Sans Frontières

Médecins Sans Frontières (MSF) is an international humanitarian aid organization that provides assistance in more than 70 countries to populations in distress, to victims of natural or manmade disasters and to victims of armed conflicts, without discrimination and irrespective of origin, religion, creed or political affiliation.

CONTEXT

The MSF mission in Belgium intends to respond to the health needs of people on the move excluded from access to services. The mission focuses on providing access to preventive and curative medical & mental health care, health promotion, response to emergencies as well as witnessing, speaking out in order to promote institutional change.

The Belgian mission is structured around 5 axes of intervention:

• Outreach: multidisciplinary package of care including primary health care, mental and psychosocial support, health promotion, intercultural mediation and referral to specialized medical care if necessary in parkings/squats/centres along the migration routes in Belgium.
• Mental health: first line mental health care at the Humanitarian Hub and second-line service in the Refugee Medical Point.
• Detention: access to a second medical opinion consultation, through a medical volunteer group, for migrants in the administrative detention centres in Belgium.
• Emergency response
• Advocacy & communications’ interventions on the policy of non-reception

The HR and Finance Coordinator will be part of the MSF Belgium mission team (around 30 staff). The HR and Finance Coordinator reports to the Head of Mission and supervises a HR and Finance Manager.

RESPONSIBILITIES

• Is an active member of the Mission Coordination Team (MCT), contributing to the mission’s objectives definitions and mission strategic plans.
• As a member of the coordination team and in close collaboration with them, and the Managers, define and implement the organizational structure set up of the mission, designing charts and jobs, as well as the different levels of responsibility and delegation, in order to efficiently ensure mission strategy deployment and to provide a value driven organization.
• Together with the Mission Coordination Team and the Managers, plan HR operational and budget needs in order to efficiently ensure the required sizing and capabilities of the mission.
• Support the Mission Coordination Team and Managers in the recruitment processes, ensuring a coherent management of administrative and legal procedures (recruitment, end of contract, payment of national and local taxes, proper upkeep of personnel files, management of overtime, etc.), all across the mission in order to meet resources needs in a convenient manner.
• Support the Mission Coordination Team and Managers in detecting training needs according to operational requirements, in evaluating people’s performance and in implementing the associated action plans in order to improve people capabilities and their end results contribution to mission goals.
• Support the recruitment, management, training and retention of volunteers, particularly for the activity in administrative detention centres and emergency activities and ensure legal and MSF policies compliance.
• Coordinate the implementation, according to MSF policies, of career development programs to high potential collaborators in order to increase long term commitment and contribution.
• Coordinate, in close coordination with the medical services, the implementation of safety/security/medical protocols in order to ensure healthy and risk-free working conditions for the staff and to contribute to staff well-being (psychosocial support, psychological safety/trust)
• Provide support and guidance to line management in handling staff conflicts
• In collaboration with the Head of Mission, the HRFIN Manager and mission’s trust persons, ensure prevention, detection, reporting and management of all types of abusive and inappropriate behaviour.
• Is responsible to define and implement the HR component of the Emergency Preparedness plan. In case of an increase in activity, recruit, train and supervise an HR and/or finance support team.
• Is responsible to produce and coordinate the mission’s annual budget, in the most accurate and realistic manner, together with budget holders, and in coherence with the annual operational plan, to update this budget throughout the budget cycle, to ensure means are relevant and proportionate, anticipate changes and challenges and plan accordingly.
• Is responsible for monitoring expenses vs budget on a regular basis through forecast, to analyze variances, to decide corrective actions if necessary.
• Is responsible to ensure proper implementation and respect of MSF policies and guidelines, design or adapt relevant local policies, procedures and tools for optimized management of the mission financial resources (insurances, anticorruption, etc.)
• Is responsible to train/coach finance staff in the mission in all aspects related to accounting finance and budget, as well as sensitize key executive staff such as coordinators, budget holders and relevant managers on financial risks and the extent of their financial responsibilities.
• Is responsible to assess and mitigate the financial risks on the mission, ensure that reliable internal control systems are in place, and financial ethics is respected within the mission.
• Is responsible to coordinate and supervise local audits relating to accounting, tax, labour matters as well as promote internal audits, in order to determine the legality and veracity of the accounts of MSF‘s mission.
• Ensure the monthly and yearly accountancy closure with the aim that the statement reflects the financial reality of the mission.
• Implement circuits and workflows (management of transfers, advances, purchase procedures, payment validations, follow up of regular payments, bank reconciliation) in order to anticipate expenses and to optimize cash needs and its security.
• Is responsible for supervising Service Contracts in the Mission (maintenance, rental of premises, etc.). Draft and check contracts and agreements in line with the existing legal framework, decide on relevant insurance to subscribe, seek legal advice when needed.

REQUIREMENTS

Education & Experience

• University degree required, preferably in Economics/Finances/HR management.
• At least 2 years of previous experience in relevant jobs with MSF or other NGOs.

Competencies

• Strategic vision
• Leadership
• People Management
• Planning
• Teamwork
• Computer skills essential (Word, Excel, Internet)
• Knowledge of HR and finance software is an asset
• Knowledge of Belgian social legislation is an asset

Languages

• Good oral and written French and English language skills.
• Dutch is an asset

CONDITIONS

• Expected starting date: as soon as possible
• Location: Brussels (Belgium)
• Contract type: Fixed-term contract
• Contract duration: 1-year contract – possible extension
• Time allocation: Full-time
• Salary according to MSF-OCB HQ grid
• Meal Vouchers – Hospital Insurance (DKV) – Pension Plan – 100% reimbursement for public transportation costs
• Adhere to the MSF principles and to our managerial values: Respect, Transparency, Integrity, Accountability, Trust and Empowerment
• Adhere to the MSF Behavioral Commitments

Deadline for applications: 28th of January 2024