SUPPORT TECHNICIAN AND ASSISTANT IN THE FINANCE DEPARTMENT – TEMPORARY POSITION (BASED IN BARCELONA)

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 six operational directorates. 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 and decentralized 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 Logistics & Supply Chain Department.

ENVIRONMENT AND OBJECTIVES OF THE POST

In the Finance Department and reporting to the Director of the Department, the overall objective of the post is to provide effective support to the Director and other members of the department in the performance of their duties and the fulfilment of their commitments through the management of information and tools. The objective of the position is also to perform support activities as a generalist technician for the Department, according to the needs identified by the Department and in accordance with established policies and procedures.

MAIN RESPONSABILITIES, FUNCTIONS AND TASKS

1. Internal and external communication of the Department

• Manage and coordinate the development and maintenance of communication tools in the department (Sharepoint, Workspaces, Finance Portal, Teams, Yammer etc.). This includes:
• the management of access/permissions in OLE, the creation of new spaces in Sharepoint (Sites, Subsites, etc.) and the configuration of new TEAMS, participation in OOKIS-related P&IT projects and initiatives (e.g. Sharepoint search engine enhancement etc.), maintain the Finance Portal and ensure the development of the platform to respond to user needs (languages, “suitcases”, filters, etc.), dynamizing Yammer and other communication channels.
• Update the overview of the communication channels used in the department and in the different services (communication plan).
• Support the different services in the use of the working tools (Outlook, Teams, Sharepoint, OneDrive etc.) and organize the necessary training.
• Edit and publish departmental documents and useful information on channels to be determined, including the Finance Portal.
• Research new communication tools and Apps for the department.
• Create and organize cycles on specific topics to improve communication in the department (e.g. feedback.
• Create and encourage spaces for communication and exchange within the department (KafeKonta, quizzes and other teambuilding events, etc.). Be the compass of the level of satisfaction and motivation of the department (including department surveys, etc.).
• Transmit information between headquarters and the other sections and the field (reports, tables, etc.).
• Order and distribute institutional materials (agendas, calendars, brochures, reports, etc.).
• Inform and coordinate, with the assistant of the DG or the Association, as well as other departments, activities, guidelines, rules and instruments of internal communication to facilitate the functioning of the department.
• Channels specific requests for information from other departments (data and information requested).

2. Departmental management tools

• Collaborate with the different units of the Department and contribute to the development and maintenance of new financial management tools to facilitate and improve decision making, as well as to evaluate the results obtained. Amongst others, this includes tools relating to:
• Cash flow forecast.
• Financial indicators.
• Dashboards.
• Participate and support in the optimization of existing tools (SAP etc.)
• Participate in and support the planning and monitoring of the Department’s budget (CECO 60101) and MSF PS revenues (CECO 60202) in WEPLAN.
• Support the correct implementation and use of risk management tools (NARIS, etc.) in the department and ensure that data is up to date.
• Support the department director and heads of service in annual planning (AP) and in monitoring the activities and priorities (OKR) of the department (in Perdoo or any other tool).

3. Analysis and preparation of financial information

• In collaboration with the Department’s management, coordinate, prepare and validate all types of documents containing financial information (reports and presentations) for the different stakeholders (TM, Board, AGORA, AG, donors, etc.). This includes annual accounts, treasurer’s report, annual report, mission report, annual plan, balance sheet previous year, etc.
• Carry out financial analyses on a timely basis at the request of the Director of the Department in order to better monitor the organization’s activities, budget and cash flow.
• Extract data verify its consistency and quality and prepare lists and reports on it for management and/or service managers.
• Consolidate reports to prepare balance sheets (budgets, expenditure, income, etc.).
• Participate in the development, updating and regular analysis of management indicators.
• Provide the information requested in audits, with prior authorization of those responsible for the service and/or data if necessary.

4. Grant Management

• As responsible for the administrative management of grants, prepare, coordinate and ensure the follow-up of contracts from the initial proposals to the receipt of the grant, including support in the preparation of proposals and reports to funders, the management of requirements, support in the correction of incidents (if necessary), etc.
• Update in SAP (Grant Management) all necessary proposal information and reports to funders, as well as all other relevant files.
• Supports the Deputy Finance Director in improving the communication and management of the funds concerned and in improving the tools for the management and analysis of these funds.
• Coordinate and manage communication and documentation related to funding with MSF Partner Sections.
• Manage the audits carried out by the auditors of our projects funded by public and private donors. This includes preparing responses to auditors and funders’ requests to ensure the required level of quality.
• Coordinate PIFs (Public Institutional Fundings) with the PIF Unit (including monitoring of reporting, support in responding to requests and participation in possible audits etc.).

5. Administrative support to the department

• Drawing up the department’s calendar (monitoring, holidays, breaks, absences, etc.).
• Support MIOs/MSTs in the management of their visit and movement schedules, travel requests and travel arrangements.
• Supporting the department in the recruitment process of new recruits and in the welcome briefings.
• Handling and filtering visits, calls, enquiries to the department.
• Collaborate in the organization of the department’s events (coordination weeks, FinDir meeting in Barcelona, etc.) and manage the general logistics (rooms, catering, accommodation, tickets, visas, expense settlements, videoconference management, etc.).
• Update the department’s organization chart (every month for HR).
• Organize and prepare Pentalateral meetings (DirFin and Heads of Services).
• Mail handling and archiving of contracts (insurance, etc.).
• Organize and maintain the department’s general physical and computer archives.
• Place orders for materials for the department, ensuring that they are in stock.
• Create orders and receive them in SAP to ensure the correct allocation of expenses and the activation of investments.
• Review invoice amounts and allocations on request.
• Registering and managing the arrival and departure of material, including managing its documentation and preparation.
• Managing the signature of financing contracts and other documents (letters of engagement, insurance policies, land certificates, etc.) by the General Management or the Financial Director.
• Collaborate in the preparation of presentations and documents for training courses, meetings…
• Other tasks (updating DL, checking telephony, tracking laptops, coordinating translations etc.).

6. Other

• Supporting the Department’s Management in the preparation of specific dossiers.
• Provide technical support within the department as required and at the request of the management.

SELECTION CRITERIA

• Degree or higher qualification in Economics or Business Administration.
• Previous experience of 3 years as a financial controller or similar.
• Previous experience working with MSF is an asset.
• Office package: advanced user of Excel and Power Point.
• Knowledge of SAP Finance/Workflow (advanced).
• Trainingin internal control and management control desirable.
• Essential English and Spanish.

CONDITIONS

• Position based in Barcelona at the Médecins Sans Frontières OCBA Headquarters.
• Full-time position.
• Duration: 6 months (possibly renewable for 6 months more). Contract modality according to local legal framework.
• Annual Gross Salary: level HQ-3A – 34 178.19€ (divided in 12 monthly payments) + secondary benefits based on MSF OCBA Reward Policy. Subjected to local conditions.
• Starting date: March 2023.