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.

Amman Office is currently looking for a:

FINANCE AND HR COORDINATOR ASSISTANT

Department: Finance and HR

Starting date: 10^th June 2025

   Hierarchical and Functional line management of : Finance and HR Coordinator

    Level: 7 IRFFG (AS01000)

  Workplace: Amman

   Duration: 6 Months, Until 31 Dec 2025 (with possibility of extension)

CONTEXT

•          Supporting the Finance & HR Coordinator with delegated tasks to ensure proper management in the Mission (budget, accounting, treasury, reporting, donors, auditing procedures, legal financial obligations, etc.) including the translation of documents into local language and assisting in meetings upon request. Supervising that the internal regulations in the mission are followed in order to ensure both tax and labour regulations compliance

•          Keeping updated on the local law and informing the Fin & HRCo of any changes or misalignment with the practices in place. Ensuring respect of and strict compliance to MSF standards (Chart of accounts, quality of documents, guidelines, expense validation procedures, cash security rules, etc.)

•          Carrying out all accounting tasks and activities for the coordination, including efficient administration and management of petty cash. Ensuring confidentiality on all finance issues related to MSF as well as the strict control of all expenditures and the reliability of statements and documentation. Processing the payments to third parties, checking that receipts meet the necessary quality standards. Following up on the rental/service contract and insurances dates and informing the Fin & HR Co on time to organize payments and renewals

•          Filing hard copies of documents, entering the information in the accounting software and performing monthly closing procedures for the journals under his/her responsibility

•          Collecting information on the cost of living on a regular basis.

•          Executing recruitment activities in order to meet HR needs and executing all contract related activities (file opening and formal documentation archiving, personnel data updating, amendments, termination dates supervision, etc) in order to ensure legal compliance. Presenting and explaining contract terms and the content of the Internal Regulations, Staff Regulations, HR policies and/or living conditions in order to facilitate staff integration and their security

•          Collecting the variable pay slip elements for Homere (paid holidays, sick leave, unpaid leave, etc.) and supervising the payroll process, checking the list of employees and the amounts payable (variable pay, taxes and social security contributions) in order to ensure accurate and timely payroll payment.

•          Supporting the FIN & HR Co in HR related processes such as registering applicants to training activities and evaluating the results thereof, drawing up annual holiday planning to schedule staff shifts and cover operational needs, organizing travel and files of all staff arriving in the mission (booking and purchase of tickets, pick up from airport, keeping/renewing passports, briefings, induction), ensuring that all staff have valid work, residence and travel permits

SCOPE OF RESPONSIBILITIES – OBJECTIVES OF THE POSITION

HR Management:

•          Translate both internal and external documents, agreements, memoranda of understanding (MoUs), contracts, templates, etc. Interpret internal and external communications, meetings, Job interviews, etc...

•          Provide remote support for all recruitment activities related to projects. This includes announcing job vacancies, collecting applications, recording them in the recruitment tool, screening candidates, shortlisting applicants, and conducting written assessments and interviews with the relevant department head or supervisor.

•          Oversee all recruitment activities for the OCA at the Amman level, with assistance from the Finance/HR Coordinator.

•          Manage all flight bookings at the mission level and communicate the confirmed tickets with the AMSO office for pick-up/drop-off and accommodation arrangements. 

•          Organize the introduction, induction, and briefing schedule for new arrivals at the Mission.

•          Monitor staff arrivals and departures, holiday planning, visa expirations, mission orders, visa stay extensions, and monthly per diem requests.

•          Managed payroll for the Mission, reviewing project payroll each month before FIN/HRCO's approval, and responsible for sharing final Homere data with HQ.

•          Make the necessary arrangements to obtain all required documents and permits for working in or departing from the Mission and its projects.

•          Serve as the main point of contact for the coordination and Project team and assist with administrative activities within the Mission, as needed.

Finance Management:

•          Manage coordination cash boxes and follow Simpled card administration and payments

•          Process payment requests to HQ (206 App) according to validation by FinCo

•          Coordinate with OCBA and AMSO considering expenses made on behalf of the mission

•          Follow reinvoicing from other sections, including OCBA for Gaza project, AMSO for Amman hosting and Intersection Supply, under supervision of FinCo

•          Carry out accounting tasks for the mission, including payments for the project, coordination level expenses and for HQ payments on behalf of the mission, as well as monthly closing of accounting registers

•          Ensure that MSF financial standards are implemented and followed in the mission, including validation processes

•          Filing of finance and accounting documents (physical and electronic document)

•          Review of partner and supplier agreements, specifically Arabic translations, under supervision of FinCo

•          Support FinCo in assessment and mitigation of financial and compliance risks in the mission and contribute to financial audits as needed

PROFESSIONAL REQUIREMENTS

            Education       •          Desirable, certificate or diploma in business, finance, HR Management or similar education.

            Experience                  •          Essential previous working experience of at least two years in relevant jobs

                                                           •     Desirable experience in MSF or other NGOs in developing countries

            Languages                  •          Essential English and Arabic.

            Knowledge                     •        Essential computer literacy (word, excel, internet)

                                                           •     Good working knowledge on MS Office

            Competencies                      •          Results and Quality Orientation L2

                                                           •     Teamwork and Cooperation L2

                                                           •     Behavioural Flexibility L2

                                                            •    Commitment to MSF Principles L2

                                                            •    Stress Management L3

CONDITIONS

•          Expected starting date: 10th June 2025

•          Location: based in Amman (Jordan)

•          Contract type: Jordanian Contract, 6 Months

•          Adhere to the MSF principles and our managerial values: Respect, Transparency, Integrity, Accountability, Trust and Empowerment

"Applications (curriculum vitae in English + cover letter + Education credentials in soft copy) must be submitted no later than the 10th of May 2025. In the email subject line, please state the job title, FINANCE AND HR COORDINATOR ASSISTANT, in English."

Only shortlisted candidates will be contacted.

MSF values diversity and is committed to creating an inclusive working environment. We welcome applications from all qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, color or ethnic and national origins, religion or belief, or sexual orientation.

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