FIELD ACCOUNTANCY TECHNICAL REFERENT (BASED IN ANY MSF OCBA HUB)

POSITION BASED IN ANY MSF-OCBA HUB SUBJECTED TO FEASIBILITIES

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 Finance Department.

GENERAL OBJECTIVE AND JOB ENVIROMENT

The Accountancy Service is part of the Finance Department, and currently is composed by 10 employees. This service comprises the Field Accountancy area and the General Accounting area, in MSF OCBA. The main objective of this service is to guarantee the reliability of the financial statements of the organization and to define the financial-accounting policies agreed with Finance Direction. To obtain that is necessary the management of accounting processes and control in the Field, HQ and any other MSF OCBA entity to ensure the accountability at financial-accounting level.

The Accountancy Technical Referent is part of the Field Accountancy area, and she is accountable to the Field Accountancy Coordinator. The Field Accounting area guarantee the reliability of the accountancy in MSF OCBA missions and ensures the accounting support to regular and emergency missions.

The main objective of this position is, in one hand, to guarantee the implementation of the accounting directions and regulations set by Finance Department to ensure field management accounts are complied with, and in other hand, to monitor and support a portfolio of MSF OCBA missions regarding the accountancy management, while being functionally responsible for the Accounting Mangers in those missions (regular and emergency missions). Apart from, the Accountancy Technical Referent participates in (non-specific) efforts related with field accountancy management optimization, IT systems development and functional ownership, as well as development of accountancy management procedures and trainings for all finance staff in the field. This position can be based in any OCBA hub.

RESPONSABILITIES AND MAIN TASKS

1. Finance-Accounting Policies and procedures implementation in OCBA missions

• Responsible for carrying out the appropriate actions to implement the MSF OCBA Financial-Accounting Policies in the field involving complying with accounting principles and regulations in order to guarantee the fulfilment of the principles of transparency and accountability and the accounting regulations set by MSF OCBA for field accounting management purposes.
• Guarantee and monitor coherence and reliability for accounting records of the mission under his/her responsibility, ensuring respect for accounting and management processes and for the existing Financial-Accounting Policies.
• Carries out financial internal controls and audits of the missions/projects she/he oversees.
• Collaboration in the definition of MSF OCBA financial –accounting procedures. Elaboration and update of procedure documentation.
• Proactively identify and/or anticipate areas of improvements, work methodology, challenges and financial risks in his/her area of expertise.

2. Field Support and Monitoring

• Functionally responsible of the Accounting Managers (ACMAs) included in her/his portfolio of regular and emergency OCBA missions.
• Provide guidance and technical support to the Accounting Mangers for accounting management processes, monitoring entry data in accountancy systems with guidance in complex accounting registration. Ensure coherence between the data coming from the missions and MSF’s general accounts ensuring accountability and transparency.
• Provide guidance and technical support to the missions under her/his portfolio to ensure an appropriate support documentation of the accounting registers and an appropriate storage and archiving of these documents.
• Collaborate and provide guidance in the managerial skills development and career development of the ACMAs with special focus to the PMS process (Performance Management System).
• Responsible of Briefing/Debriefing in the accounting frame and tools for field financial positions as ACMAs and Financial Coordinators (Fincos). If needed, also Financial Admins and any other position required (direct contact with pool management to detect new admissions to be briefed).
• Supervise field monthly and annual closings of mission’s accounting being the internal controls and mechanisms under her/his responsibility.
• Supervise and follow up accounting deadlines in order to ensure that these are met by the mission. Propose solutions to the mission to achieve the deadlines.
• Regularly monitors accounting KPI’s. Actions taken and report to team involved (Finoco, Finco, Acma, ….) if needed.
• Collaborate in the recruitment process of a new Acma together with the mission.
• Availability for field visits, if needed 2 times /year.

3. System– functional ownership and development

• Focal point of accounting IT tools for the OCBA missions included in her/his portfolio.
• Functional ownership of accounting management IT tools with capacity to be involved in new developments.

4. Procedures and training

• Providing training regarding Financial-Accounting Policies, accounting tools and procedures to the Accounting Managers and Fincos and collaborate to facilitate that the rest of the field accounting team receives the adequate trainings.
• Proactive collaboration in the development of accountancy training materials and written procedures regarding MSF OCBA accountancy.
• Proactive collaboration in workshops and webinars regarding MSF OCBA accountancy in the finance-accountancy OCBA scope with special focus in the inclusion of field accounting teams. Participation, if needed, in PPD financial part and any other OCBA training.

5. Optimization of MSF OCBA accountancy management

• Collaboration in the definition of optimization priorities in the frame of a continuous follow up of the missions looking for simplicity and efficiency.
• Data base analysis with the aim of identifying potential improvements in that sense.

6. Coordination with other Units/Departments

• Daily working with colleagues in the Accountancy, Treasury and Management Control Services regarding methodology, planning and organization and follow up action plans.
• Continuous collaboration with the Operational Finance Unit (Finop) and specifically with each Finoco in the frame of each financial mission follow up of her/his portfolio.
• Proactive collaboration with colleagues from other functional departments (medical, HR, supply, logistics, operations) regarding collaborative topics and working groups in cross-projects.
• Participation in intersectional platform representing OCBA Field Accountancy area if needed.

SELECTION CRITERIA

• Higher degree in Business Administration, Economics or similar.
• MSF experience of minimum two years in financial department including field and/or HQ.
• MSF field experience of minimum one year, in financial department as Accounting Manager and/or Financial Coordinator.
• Experience of minimum 1 year in a similar position in Finances Departments of large organizations or companies.
• Highly desirable fluency in English, Spanish and French. The 3 vehicular languages used in the portfolio of OCBA missions.
• Advanced knowledge of Microsoft Office.
• Knowledge of ERP systems and highly desirable good command of FFC tool.

COMPETENCIES

• Commitment to MSF’s Principles
• Cross-cultural Awareness
• Behavioural Flexibility
• Analytical Thinking
• Strategic Vision
• Quality and Results orientation
• Planning and Organising
• Initiative and Innovation
• Internal User and/or End Beneficiary orientation
• Teamwork and Cooperation

CONDITIONS

• Position based in any MSF OCBA Hub (Barcelona, MSF-Spain office delegations, Amman, Dakar or Nairobi). Final location will be subject to the employability of the preselected candidate (residency, work permit, etc.).
• Occasional travel to the field (availability at least for 2 HQ visits to a mission).
• Full-time position.
• Minimum commitment with the position of 2 years.
• Annual gross salary: HQ-3B (divided into 12 monthly payments) + secondary benefits based on MSF OCBA Reward Policy. Subjected to local conditions.
• Starting date: as soon as possible.