Job Description

Title: FIN/HR ASSISTANT

Company Name: Medecins Sans Frontieres/ Doctors Without Borders (MSF)

Vacancy: 1

Age: at least 18 years

Location: Cox's Bazar

Minimum Salary: Tk. 68000 (Monthly)

Experience:
∎ At least 2 years

Published: 13 Mar 2025

Requirements:

Additional Requirements:
∎ Age at least 18 years
∎ Education:
∎ Desirable finance, business or administration related diploma ( such as Bachelor in Business Administration (BBA)/Bachelor in Business Studies)
∎ Experience:
∎ Essential previous working experience of at least two years in administration, cash or finance management. Preferable experience in MSF or other NGOs in developing countries
∎ Language:
∎ Fluency in English and Bangla essential, Chittagonian, Rakhine or Rohingya language flu-ency is desirable.
∎ Knowledge:
∎ Essential computer literacy (word, excel, internet)
∎ Competencies:
∎ -  Results and Quality Orientation L2
∎ -  Team work and Cooperation L2
∎ -  Behavioral Flexibility L2
∎ -  Commitment to MSF Principles L2

Responsibilities & Context:
∎ Accountabilities:
∎ Execute administrative and legal related tasks, under supervision of the Administrator Manager, checking payroll calculations and updating personal files in order to ensure accuracy, compliance and on time payments.
∎ Implement cash management procedures in order to ensure the highest control and security, and ensure cash availability.
∎ Prepare employment contracts in conformity with legal requirements including specific amendments when necessary in order to ensure local labor and fiscal law compliance.
∎ Enter data into the HR database and personal files and keep them up-to-date in order to facilitate HR processes management.
∎ Update Social security & Tax office employee files in order to meet legal requirements and duties.
∎ Draw up monthly pay slips for all staff, editing and updating the necessary data, in order to ensure the punctuality and accuracy of staff payroll.
∎ Draw up the final pay slip and employment certificate at the end of a contract in order to meet legal requirements while defending MSF ’s interests.
∎ Follow up all expiring rental contract dates and inform the Administration Manager in order to leave enough time to arrange a renewal or look for some other alternative.
∎ Assist the administration manager in the prevision of monthly treasury and planning in order to ensure the coverage of daily needs, advances on salaries, payroll, etc.
∎ Process the payment to suppliers and keep strict on all documentation involved, informing the administration manager of any sort of disparity.
∎ Carry out all accounting tasks and activities in order to ensure strict control of all expenditures and the reliability of statements and documentation.
∎ Make all administrative information available to the staff (posting, meetings, etc.)
∎ Classify and prepare all accounting pieces as requested by the Administration Manager.
∎ File the accounting documents and enter the accounting pieces in the accounting software, with the support from the Administration Manager and/or the Accounting Manager (ACMA).
∎ Support the Administration Manager in translating documents into local language. Assists the Administration Manager in meetings upon request.
∎ MSF Section/Context Specific Accountabilities:
∎ HR Responsibilities:
∎ Managing payroll following the organization Internal Rules and Regulation and In collaboration with Personal Administration Manager.
∎ Keeping up to date personal files of employee following the standard checklist and continue self-auditing the discrepancy in between personal file and HR data base.
∎ Supporting in recruitment to line manager not limited to Job advertise drafting into the standard template, announcement, long listing, notifying the selected applicant’s for test and interview and offering the job elected candidate.
∎ Preparing the contract and get it signed from employer and employee end on the joining date of an employee.
∎ Following up on the employee contract with the respective line manager to arrange renewal/ termination in due time.
∎ Carrying- out on boarding process to new employee (LRS/IMS) to introduce concerned department and colleagues.
∎ Managing the office/house supplies and stationery including inventory management, placing order in due time to supply in support of cleaner.
∎ Supervising the cleaner and arranging back-up for unforeseen gap of cleaner.
∎ Finance Responsibilities:
∎ Ensuring the availability and validity of invoices/receipts, purchase orders/lists reception reports, contracts, quotations, comparative bid analysis (CBA) and other applicable supporting documents following the organization authorization table, policy and procedure.
∎ Prepare, control and monitor cheque payments and bank transfers, and record transactions in the accounting system, ensuring all documentation and authorizations required to support entries are provided.
∎ Calculate relevant taxes (e.g., VAT and AIT) on payments made by cheque/bank and record payables in an accurate manner in the accounting system.
∎ Perform monthly reconciliations before closing the monthly accounts; manage bank reconciliations and monthly bank statements if applicable.
∎ Prepare the monthly bookkeeping to IST by checking the completion, accuracy and organization of documents.
∎ Processing payment request to HQ for executing payment to supplier on behalf of mission in collabration of Project Coordinator.
∎ Overseeing the cash liquidity to arrange fund transfer within time in collabration with Project Coordinator.
∎ Performing additional tasks on a required basis when assigned by the line manager.
∎ Accountabilities:
∎ Execute administrative and legal related tasks, under supervision of the Administrator Manager, checking payroll calculations and updating personal files in order to ensure accuracy, compliance and on time payments.
∎ Implement cash management procedures in order to ensure the highest control and security, and ensure cash availability.
∎ Prepare employment contracts in conformity with legal requirements including specific amendments when necessary in order to ensure local labor and fiscal law compliance.
∎ Enter data into the HR database and personal files and keep them up-to-date in order to facilitate HR processes management.
∎ Update Social security & Tax office employee files in order to meet legal requirements and duties.
∎ Draw up monthly pay slips for all staff, editing and updating the necessary data, in order to ensure the punctuality and accuracy of staff payroll.
∎ Draw up the final pay slip and employment certificate at the end of a contract in order to meet legal requirements while defending MSF ’s interests.
∎ Follow up all expiring rental contract dates and inform the Administration Manager in order to leave enough time to arrange a renewal or look for some other alternative.
∎ Assist the administration manager in the prevision of monthly treasury and planning in order to ensure the coverage of daily needs, advances on salaries, payroll, etc.
∎ Process the payment to suppliers and keep strict on all documentation involved, informing the administration manager of any sort of disparity.
∎ Carry out all accounting tasks and activities in order to ensure strict control of all expenditures and the reliability of statements and documentation.
∎ Make all administrative information available to the staff (posting, meetings, etc.)
∎ Classify and prepare all accounting pieces as requested by the Administration Manager.
∎ File the accounting documents and enter the accounting pieces in the accounting software, with the support from the Administration Manager and/or the Accounting Manager (ACMA).
∎ Support the Administration Manager in translating documents into local language. Assists the Administration Manager in meetings upon request.
∎ MSF Section/Context Specific Accountabilities:
∎ HR Responsibilities:
∎ Managing payroll following the organization Internal Rules and Regulation and In collaboration with Personal Administration Manager.
∎ Keeping up to date personal files of employee following the standard checklist and continue self-auditing the discrepancy in between personal file and HR data base.
∎ Supporting in recruitment to line manager not limited to Job advertise drafting into the standard template, announcement, long listing, notifying the selected applicant’s for test and interview and offering the job elected candidate.
∎ Preparing the contract and get it signed from employer and employee end on the joining date of an employee.
∎ Following up on the employee contract with the respective line manager to arrange renewal/ termination in due time.
∎ Carrying- out on boarding process to new employee (LRS/IMS) to introduce concerned department and colleagues.
∎ Managing the office/house supplies and stationery including inventory management, placing order in due time to supply in support of cleaner.
∎ Supervising the cleaner and arranging back-up for unforeseen gap of cleaner.
∎ Finance Responsibilities:
∎ Ensuring the availability and validity of invoices/receipts, purchase orders/lists reception reports, contracts, quotations, comparative bid analysis (CBA) and other applicable supporting documents following the organization authorization table, policy and procedure.
∎ Prepare, control and monitor cheque payments and bank transfers, and record transactions in the accounting system, ensuring all documentation and authorizations required to support entries are provided.
∎ Calculate relevant taxes (e.g., VAT and AIT) on payments made by cheque/bank and record payables in an accurate manner in the accounting system.
∎ Perform monthly reconciliations before closing the monthly accounts; manage bank reconciliations and monthly bank statements if applicable.
∎ Prepare the monthly bookkeeping to IST by checking the completion, accuracy and organization of documents.
∎ Processing payment request to HQ for executing payment to supplier on behalf of mission in collabration of Project Coordinator.
∎ Overseeing the cash liquidity to arrange fund transfer within time in collabration with Project Coordinator.
∎ Performing additional tasks on a required basis when assigned by the line manager.

Compensation & Other Benefits:
∎ 6 (Six) month- contract renewable based on performance and operational needs. Salary according to level 6 (Six) of the internal MSF salary grid BDT 68000 (Gross). Salary is not negotiable. Income tax deduction from salary based on current income tax rule. 2 annual leave days per month worked. Medical insurance for employee and direct dependents based on Health Care Policy- Locally Recruited Staff.
∎ There is no provisions for relocation. 2 Festival Bonuses after completion of one year of uninterrupted continuous service.
∎ 6 (Six) month- contract renewable based on performance and operational needs. Salary according to level 6 (Six) of the internal MSF salary grid BDT 68000 (Gross). Salary is not negotiable. Income tax deduction from salary based on current income tax rule. 2 annual leave days per month worked. Medical insurance for employee and direct dependents based on Health Care Policy- Locally Recruited Staff.
∎ There is no provisions for relocation. 2 Festival Bonuses after completion of one year of uninterrupted continuous service.

Workplace:
∎ Work at office

Employment Status: Full Time

Job Location: Cox's Bazar

Job Highlights:

Read Before Apply:

• Only shortlisted candidates will be contacted.

• Only Bangladeshi citizens will be considered for this position.

• No monetary, goods or service offers, nor favoritism, will be tolerated in a recruitment process. Any illicit solicitations can be reported to the justice system. MSF reserves the right to refuse any candidate having benefited from such acts and will stop collaboration with any workers involved in such acts.

• Médecins Sans Frontières is an equal opportunity employer and encourages diversity, equity and inclusion.    

• Note: Please describe your job details based on your experience in your CV. No hard copies are accepted. 

Company Information:
∎ Medecins Sans Frontieres/ Doctors Without Borders (MSF)
∎ 5th Floor, Khawaja Palace, Plot N. 76, Ro-11, Banani, Dhaka-1213, Bangladesh.
∎ Medecins Sans Frontieres (MSF) is an international medical humanitarian organization working in over 80 countries worldwide. MSF has been working in Bangladesh since 1992. MSF was awarded the prestigious `Nobel Peace Prize` in 1999 for its pioneering humanitarian activities since 1971 in several continents.

Address::
∎ 5th Floor, Khawaja Palace, Plot N. 76, Ro-11, Banani, Dhaka-1213, Bangladesh.
∎ Medecins Sans Frontieres (MSF) is an international medical humanitarian organization working in over 80 countries worldwide. MSF has been working in Bangladesh since 1992. MSF was awarded the prestigious `Nobel Peace Prize` in 1999 for its pioneering humanitarian activities since 1971 in several continents.

Application Deadline: 19 Mar 2025

Category: NGO/Development