Medecins Sans Frontieres Administration & Travel Assistant - Jobs in Kenya

Medecins Sans Frontieres Administration & Travel Assistant - Jobs in Kenya

Médecins Sans Frontières (MSF) is an international independent medical humanitarian action-driven 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. 26 associations, 23 sections, and 16 branch offices make-up the international movement and work in partnership around 6 operational entities.

Objective of the Position

The main objective of the position is to ensure effective & efficient support towards service delivery for administrative services offered by the MSF EA Office.

He/She will be responsible in ensuring effective and efficient administrative service for all areas related to people/staff movement and transit management. These includes accommodation, Travel, visas, Work permits and related processes, organize Briefings and Debriefings whenever and wherever is needed. He/she will be in contact with other MSF admin teams for cross administration exchange.

S/he is responsible for providing support to the office administrative area in terms of organization Trainings and other events, meetings in collaboration with the Service desk team.

He/She will report to the Administration & Travel Coordinator.

Responsibilities:

Office Administrative Support

Ensure Facilitation and support for training events in the office.

Process and follow up on all relevant documentation and support for Non-Kenyan staff with regard to Work permits, Visas and any administrative support required.

Update the non-kenyan staff file in the HR management system with staff and their dependent legal status.

In Collaboration with the Admin & Travel Coordinator, Ensure a proactive, effective communication and good collaborations with the Regional Protocol office (RPO).

Supports with Office recruitments i.e screening of candidates, organizing interviews.

Support in office HR filing of employee files both in soft and hard copies.

Travel & transit support:

Ensure that all staff and visitors to the office are well informed and briefed on travel information and requirements, prior to and upon arrival. Ensure that the briefing information is updated on travel and admin area for staff.

Support with booking information for travel - through the EAS travel tool, or local external service providers. Link with the MSF Sections and OC travel focal points for specific travel requirements.

Support with administrative facilitation for medical evacuations in the country in terms of facilitation of local movement and communication material, accommodation requirements and bookings, and where necessary contact with the hospital and insurance for pre-authorization and billing. (refer to the Medevac guideline).

Participate in review of local accommodation and hotel requirements with the support of the Finance/facilities to ensure specification of administrative needs are considered.

Support the Field HR in communication, administrative requirements for travel (vaccination/health checks/other) and contact with Field staff recruited and managed by the office.

Internal communications

Promote and support the correct use of the documentation, Tools and folders in the SharePoint platforms.

Organize and update the HR SharePoint folders.

Promote and support the development of internal events fostering internal information cohesion and socialization, include team events.

Others

Support with organizing and arranging schedules for interviews during recruitment upon request.

Support HQ HR contracting and on-boarding/orientation and de-boarding/exit of staff.

Provide input/participation during review/update of HR/Admin policies & procedures and disseminate relevant information to all staff where needed.

Ensure administrative work plans are updated and followed through regularly with the supervisor.

Back-up and support for HR/Admin activities where feasible.
- Backup for the Administration Coordinator.
- Back up for HR/Admin assistant for administrative support

Position Requirements

Diploma in Human Resources, administration and travel or/and related studies essential

At least 2 years' experience in a similar job, preferable in the non-profit making sector.

Fluent in English & Swahili. Knowledge of French/Spanish or other language is an asset.

Previous experience with MSF or other humanitarian NGOs is considered a plus.

Well-versed in computerized accounting packages

Highly motivated and interested in the humanitarian sector.

Flexible with working hours.

Good Communication Skills

Competencies

Commitment to MSF Principles

Cross-cultural Awareness

Behavioural Flexibility

Stress Management

Service Orientation

Initiative and Innovation

Teamwork and Cooperation

Condition

Location: based in the Médecins sans Frontières-Easter Africa (MSF EA) HQ in Nairobi

Full-time position.

Annual Gross salary of KES 1,591,659 Other Secondary benefits as per MSF EA policy.

Open-ended Contract.

How to Apply

Applicants should send their curriculum vitae, and motivation letter by 14th August 2022.

Please note that MSF will only contact short-listed candidates


For more information and job application details, see; Medecins Sans Frontieres Administration & Travel Assistant - Jobs in Kenya


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