Turkey: Finance, Human Resources and Administration Assistant / Ankara (Fluent in Turkish&English )

Identification

Job Title: Finance, Human Resources and Administration Assistant

Report to: HR Coordinator, Finance Coordinator

Report to (functional) : HR Coordinator, Finance Coordinator

Area: Administration, Human Resources and Administration

Code: AS011

Main Purpose

Execute HR, Finance and general administrative support duties for the MSF office in Turkey. Tasks include follow up of legal and financial compliance of MSF Turkey according to internal regulations and external accountant´s & attorney´s requirements in line with MSF´s registration in Turkey. The position is based in Ankara.

Accountabilities

-Under the HR/Admin/Fin Coordinator’s supervision, execute administrative, HR, finance and legal asks including checking payroll calculations, updating personnel files, follow up on issues related to residency and work permits for expats and, compliance with Turkish law.

• Implement cash management procedures in order to ensure security and optimize (minimal) availability
• Supervise MSF premises in order to ensure working conditions are in conformity with legal requirements.

-Maintain and update all personnel files and keep them up-to-date in order to facilitate HR, taxing and social security processes management

• Bookkeeping and Update of social security & tax office employee files in order to meet legal requirements and duties, as requested by Hr/Admin/Fin Coordinator and Chartered Accountant
• Update job descriptions and function grid classification in order to clarify accountabilities and rewarding practices in order to meet internal and legal requirements.

-Prepare and archive formal certificates and other documents when needed in order to facilitate hiring and any other contract processes.

• Support movements of personnel from/to Ankara and all related formalities (briefing, visa, accommodation, trial period, extension of mission, early return, etc.) in order to facilitate accommodation and relocation.

-Supervise accommodation facilities, maintenance and related services for international and relocated staff in order to ensure MSF standards of living.

• Assist the Admin/Fin/HR Coordinator in following-up on relationship and contact with external attorneys in order to protect MSF interests and to ensure legal compliance.

-Prepare all correspondence with local authorities (i.e. tax offices, ministry of labour) in order to maintain flow and soft relationships.

-Work with counterparts in other MSF offices to facilitate and assist expats in their applications of residency or work permits

• Write, check, file official letters, reports and decision book.
• Manage all incoming /outgoing calls/ mail/packages/faxes, ensuring a proper registration and delivery to internal or external recipients.

-Arrange and confirm appointments, keep a diary of absences, meetings and holidays up to date.

-Take and prepare minutes of meetings.

-Monitor the person in charge of the mail and check the receipts, as well as the courier company and perform billing for services rendered.

• Manage office stationary supply and place orders on time to avoid running out of stock.
• Supervise the printing of copies and binding of documents.

-Welcome guests and visitors,

-Inform supervisors in the case of any incident / problem.

• Help to organize internal and external events (meetings, presentations, etc) in sending invitations, ordering the catering, arranging accommodation, etc.

Requirements

Education· Desirable, certificate or diploma in business, HR Management, law or similar education.

Experience· Minimum 2 year experience as HR Assistant (preferably in a legal office) or in a similar job.

Languages· Essential, Turkish and English.

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

Competences· Results oriented

· Flexibility

· Organization and Planning

Interested applicants should send a detailed CV in English with cover letter to

Msfe-syria-hrco@barcelona.msf.org entitled “ Administration Assistant / Ankara” before 02/11/2015.

Only shortlisted candidates will be contacted for an interview and technical test.