WEFIN Specialist (m/f/x) At Médecins Sans Frontières

Médecins Sans Frontières (MSF) is an international humanitarian aid organization that provides assistance in more than 60 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.

WEFIN Specialist (m/f/x)

CONTEXT

Within MSF, the Finance Department aims to provide, through collaboration and partnership, expertise that promotes and supports the ongoing sustainability of MSF operations on the field, and ensures an optimal use of financial resources.

Within the Operational Center of Brussels (OCB) HQ Finance Department, the Operational Finance Unit is notably in charge of supervising, controlling and supporting the financial management at mission and project level: budgeting, budget follow-up & forecasting. Its role is to enable the projects to produce reliable budgets and forecasts and multi-year financial projections.

At field, mission, region, cell and HQ level the budget referents and the budget holder should have access to pertinent and updated information in order to ensure their accountability in terms of use of resources and to take informed decision for arbitration, prioritization and management of their activities.

Under the responsibility and supervision of the Financial Planning Unit, MSF OCB has developed WEFIN, a new budget and forecast which is in line with the mentioned objectives of field budget management. After the development and deployment that took place in two phases, WEFIN is now implemented in field. WEFIN is ending the project phase and is entering in the use phase. From July 2022 the responsibility of the development and the daily management of WEFIN will be handover to the Operational Finance Unit. However, some functionalities of the tool and connection with other MSF OCB data system are still to be developed, tested and their implementation at field level need to be accompanied.

The WEFIN Specialist is under the direct supervision of the Operational Finance Coordinator until end of 2022 then he/she will be working under the supervision of the Operational Finance Referent in 2023.

During this period of two years beside the daily support and trainings to users, the following development should be finalized, documented and implemented at field level:

• Construction session (the process and timeline will be different than the one used for the launch of phase 1 in 2021)
• Project intention & integration of new activities in an existing project
• Integration of the Budget Line for international orders passing by MSF SUPPLY and improvement needed for HQ listing
• Connection and interaction with EASY Adfinity the new accounting tool at HQ level
• Connection and interaction with WEDOO the new HR tool and improvement of flows with Homere
• FX rate management in WEFIN (especially for variable currencies) and the related flow of information concerning FX rate
• Based on bugs and feedback from users, propose, prioritize, prepare requirements and implement the improvements in WEFIN

The WEFIN Specialist will liaise with the teams involved in Field budget and forecast management (Financial Application Support Unit, Field Finance Capacity Building Referent, Learning & Development Officer, ICT, finance and other HQ departments, field representatives, Operational financial coordinator and field users) as well as with its governance instances to be initiated after the end of the Project phase steering committee.

RESPONSIBILITIES

1- Ensure the finalization of last developments of WEFIN

• Follow up on and review of functionalities of WEFIN, in liaison with the Operational Finance Unit and users’ representatives
• Develop and manage a detailed development and implementation schedule and work plan, insure team meetings (internal and with external provider)
• Team meeting organizations : set up the attendee list, the frequency, organize the meetings and ensure discussion, decisions and action plans are documented
• Provide updates on a consistent basis to various stakeholders about strategy, adjustments, and progress
• Participate to the development of WEFIN deliverables as needed (definition of the needs, participation to testing, communication and training material, etc.)
• Manage contracts with vendors and suppliers by assigning tasks and communicating expected deliverables
• Monitor budget based on scope of work and resource requirements
• In liaison with WEFIN stakeholders, develop and deploy an internal communication and change management plan for each of the milestone of WEFIN

2- Ensure the Daily Support of WEFIN users

• Take the lead & focus on needs for training & support. Alert in case of resources needed to ensure appropriate support
• Support WEFIN users from field projects, missions and cells after implementation of each new functionalities.
• Collaborate with the Field Finance Capacity Building Referent (to be hired) and Learning & Development Finance Officer to define and create WEFIN Trainings, Webinars or other learning events in dedicated WEFIN sessions or existing finance and non-finance sessions
• Organize, structure & give trainings or support. Prepare guidelines & documents to develop or revise (slides/guidelines/agenda etc.), manage invitations, Wefin cafés, etc
• Supervise and monitor the production of guidelines and training material and liaise with Field Finance Capacity Building Referent, Finance Sherlog Officer and Learning and development officer
• Ensure a timely handover of the work performed and daily tasks to appropriate colleagues within the finance/Operations departments by the end of the 2 years period to ensure smooth integration

REQUIREMENTS

Education

• Bachelor’s degree in computer science, business, or a related field

Experience

• Proven ability to complete finance projects according to outlined scope, budget, and timeline
• Knowledge of Wefin tool is a must
• Understanding / knowledge of Unifield is a real plus

Competencies

• Training aptitudes, good communication skills (orally), capable to work remotely as well
• Good organizational skills: planning & coordinating is essential in this job
• Flexibility and adaptability
• Excellent analytical skills
• Excellent writing skills, excellent oral communication
• Organized, detail-focused, accurate, problem-solving skills, doer, stress resistant
• Hands on, committed, positive team player
• If needed, can be requested to travel to the field for training and supporting the implementation

Languages

• Fluent in English and French

CONDITIONS

• Expected starting date: 1 June 2022
• Contract type: Fixed-term contract (from 1 June 2022 until 31 December 2023) – Full-time
• Location: Brussels
• 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: 11/05/2022