We are seeking a proactive and detail-oriented HR/Finance professional who will support the delivery of human resources, finance, and administrative operations, ensuring accurate payroll, compliant personnel administration, sound financial processes, and effective staff support in line with MSF standards and local regulations to enable efficient mission operations.

As the HR/Finance Assistant, you will contribute to the smooth running of the mission by coordinating day-to-day HR, finance, and administrative activities. Working closely with HR and Finance Coordinators, you will support payroll processing, accounting, staff administration, cash management, and personnel transit arrangements while ensuring compliance with MSF procedures and national regulations. 

• Execute administrative and legal-related tasks under the 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 labour 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 provision 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 the local language. Assists the Administration Manager in meetings upon request.

MSF OCBA Context Specific Accountabilities:

HR & Administrative Support

• Prepare and update staff personal files, contracts, and HR database in compliance with labour laws and MSF regulations.
• Support the drafting and renewal of employment contracts, including amendments when required.
• Ensure timely and accurate payroll preparation and issuance of monthly payslips.
• Prepare end-of-contract documentation (final payslip, work certificate).
• Ensure HR administrative information is communicated to staff (e.g. updates, policies, meetings).
• Assist in managing daily workers in accordance with MSF procedures and local labour law.
• Track and follow up on contract expiry dates (e.g. rental agreements, staff contracts) and flag in advance to line manager.
• Provide support to the Admin Transit of the mission in managing visas, plane tickets and associated required processes for the arrival and departure of international staff from the country
• Provides support to the Admin Transit of the mission in coordinating the movements of staff (local and international) and related administrative formalities (passports, visas, per diems) transiting through Port Sudan.
• Being responsible for all administrative tasks required for personnel transiting through Port Sudan (incl. transportation, briefings, financial matters and lodging).
• Being in charge of the preparation of per diems, modes of telecommunication, and housing/rooming assignments, ensuring proper management of guesthouses (furniture, cleaning, food) in Port Sudan.
• Prepare monthly office/house supply requests for the office/guest house

Finance & Accounting:

• Assist with cash management and treasury planning, ensuring availability of funds for daily needs.
• Prepare, process, and send supplier payments to coordination with proper supporting documentation.
• Support daily accounting tasks: classify, enter, and file accounting records in the financial system (FCC).
• Ensure all expenses are properly documented and aligned with MSF standards and local compliance requirements.
• Maintain professional communication and relationships with relevant government offices, including HAC, MoH, and others.
• Record and process daily worker payments in line with MSF and Sudanese labour law.
• Ensure confidentiality and data protection in handling staff information.
• Support the Administration Manager in translating documents into the local language. Assists the Administration Manager in meetings upon request. 
• Prepare the Bank payment requests.
• Implement smooth collaboration with Banks and Tax office.
• Systematic digital archiving of all accountancy documents.
• Close advances follow-up.

• Essential: Bachelor's degree in Business Administration, Finance and Accounting.
• Essential: Minimum 1 year of relevant professional experience in HR, finance, administration, or a similar support function. Desirable: Previous experience with NGOs.
• Experience in GH administration, personnel file management, contract administration, and HR record-keeping.
• Experience supporting accounting activities, cash management, payment processing, and financial documentation.
• Good understanding of Sudanese labour legislation and HR administrative procedures.
• Knowledge of treasury management, financial reconciliation, and supplier payment processes.
• Minimum B1 Proficiency level in English and native or near-native proficiency in Arabic.
• Essential: Proficiency in Microsoft 365 (Word, Excel, Outlook), SharePoint, and internet use.
• Desirable: Familiarity with HR or finance software systems.

Interested candidates are requested to submit their application online through the following Google Forms link:

Application Link: https://forms.gle/iDzSetf1kQvg7fZS8

Applications must be submitted in English Language including:

✓ Motivation letter in English.
✓ Updated CV in English.

✓ Copy of Personal national ID / Passport.

✓ Copy of relevant bachelor's degree.

✓ Copy of relevant work certificates.

✓ Copy of relevant training certificates.

Please note that Applications submitted through any other channel, incomplete applications, or applications that do not meet the specified criteria will not be considered in the recruitment process.

Your application will be reviewed only after this form is fully completed and all required documents are uploaded.

Applications submitted through any other channel, or without the full set of documents in each mentioned upload section, will not be processed or considered.

All information provided will be handled with strict confidentiality and for recruitment purposes only.

MSF will never ask candidates for money or services as part of the recruitment process. Any such request should be considered fraudulent
We will take immediate action against any fraudulent activity

Tests and interviews will be carried out in English.

Only short-listed candidates will be contacted.

Administrative conditions:

• This job profile can be adapted and/or changed according to the evolution of the activities, evolution of the Mission and the program needs.
• The general conditions are detailed in the staff regulations, work contract and health policy.

Confidentiality is the basis for a trustful relationship between patient and health staff. It concerns the provision of privacy as well as the handling of individual personal/ medical information according to medical ethics.

Confidentiality is required and demanded at any time; violation of this will result in immediate admin­istrative action!

YOU ARE PART OF MEDECINS SANS FRONTIERES:

You are expected to treat all the persons you get involved with (beneficiaries, soldiers, villagers, etc.) respectfully without regard to their political or ethnic background. Do not speak about your political opinions and take the time to explain to as many people as possible about MSF mission and about our work in Sudan.