Medecins Sans Frontieres EAA Board and Association Assistant Jobs in Kenya

Medecins Sans Frontieres EAA Board and Association Assistant Jobs in Kenya

Introduction

Médecins Sans Frontières (MSF) is an international, independent, medical humanitarian organisation that delivers emergency aid to people affected by armed conflict, epidemics, healthcare exclusion and natural disasters. MSF assists people based only on need and irrespective of race, religion, gender or political affiliation.

MSF East Africa (EAA) is an association of MSF established with an aim of improving the participation of its members in the greater MSF movement and in the Eastern Africa home societies. EAA received official recognition by the International General Assembly in December 2011 of MSF EAA as an Associative entity within its movement.

Position Role

The main role of the MSF EAA Board and Association Assistant is to support the EAS board so as to enable effective and efficient board functioning and achievement of board objectives. The Board and Association Assistant supports the EAS Board by coordinating its activities to ensure that the board functions properly, all rules and bylaws of the organization are adhered to and EAS complies to relevant regulation.

He/she is in charge of documentation of the board and association and also provides secretarial support to all the board members and the President.

He/she also works collaboratively with the MSF East Africa Association Coordinator on specific issues/activities as directed by the EAS Board.

Key Tasks

Support to the EAS board

Overall, support the board in implementation, review and evaluation of Annual Plan with focus on board priorities.

Prepares the content of board meetings together with the EAS President, vice president and the board secretary.

Contact person for all Board members (questions, information, exchange etc.) and board related inquiries, both external and internal.

Supports the Board in preparation of presentations, written documents, lectures, panel discussions and interviews.

Safeguarding of the Board topic agenda, actions and decisions of the Board and the follow-up of Board projects and activities.

Support the board to effectively represent MSF EAS in the movement (through participation at the IGA, Associative platforms – AGORA, GAs, FADs etc.)

Manages all the administrative and content support to the President, particularly in ongoing day-to-day business such as correspondence, administrative support and monitoring of the President´s agenda, meetings and travel schedule.

Support the board in organising capacity building trainings for the board as well as external trainings such as the OCA governance training.

Responsible for Board members travel logistics-flight/vehicle booking arrangements, accommodation reservation, health and security advisory sharing, visa document support and other board related reimbursements.

Information flow

Ensures regular information flow to and from the Board on relevant national, regional and international MSF topics (screening function).

Coordinates the communication and exchange between the General Director (GD) and President/Board.

Carry out administrative tasks in day-to-day business such as checking and answering the emails of the board account.

Manage the institutional memory of the board; filing and archiving of important documents, minutes, history of board decisions etc. in physical or electronic way and ensuring the association has access to this institutional memory.

Meetings and events

Prepares, organizes and plans for Board Meetings (administration, and agenda setting), mini board meetings and retreats, as well as teleconferences, including. attendance of guests.

Responsible for minute-taking during board meetings and telephone conferences.

Manage the logistics of board meetings; support with travel arrangements including reservations, visas etc. for board members.

Support organisation of international MSF events & conferences in Nairobi/Eastern Africa in close cooperation with other MSF coordinators and assistants.

Support to Other EAS Board committees/sub committee

Administrative

Administrative and content support to all Board members in their work and their roles in different Board positions as well as for Board working groups

Follow up on the implementation and communication of all board and sub-committee meetings and decisions within the agreed timelines
Contact person for all board members (questions, information, exchange etc.)

General support of the sub-committee by completion of upcoming correspondence.

Information flow

Ensure regular information flow to

and from the committees on all relevant matters

Coordinate communication and exchange between committees and Board

Ensure institutional memory (filing and archiving of all relevant information incl. history of committee’s decisions)

Meetings and events

Prepares and organize (administration, content, agenda setting) for Board sub-committee or select committee meetings, telephone conferences

Take concise minutes in a timely fashion of sub-committee meetings and telephone conferences

Support EAS participation to OC Boards

Ensures timely planning, support and participation of the EAS President/EAS representative to the OC board

Liaise with OC coordinator/OC Board and Association Assistant in exchange of calendars, agendas etc

Prepare background information or support preparation of relevant presentations

Ensure all logistical planning-flights, accommodation, transportation of the representative

Others Roles

Work closely with the Board Selection Committee and Organise the election of Board Members (manage communication of nominations and legal procedures to members and candidates and prepare voting process during the GA)

Participation in associative activities and update participants on board priorities

Provide input into the development/preparation of the annual EAS Associative Budget and mid-year revision. Account for, monitor and report board related expenses against the budget throughout the year.

Manage sign-off process with the EAS President and other signatories

Process board member expenses (advances and expense re-imbursements as per the Nairobi Branch office/EA section procedures and EAA finance policy)

Assist in the compilation of monthly financial requests.

Places orders of goods and services within the approved budget, according to existing policies and regulations in agreement with the treasurer/line-manager.

Administrative and content support to the Association Coordinator with the organisation of the Field Associative Debates and mini GAs and ensures EAS board effective participation

Supports the Association coordinator with membership processes as needed: recruitment, applications processing and effective communication; Also support on the validation of EAA member admission into the closed Facebook group and other closed member platforms

Works in close cooperation with the Association Coordinator and support at least 1 regional visit per year

Replaces the Association Coordinator during absence

Attend and participate in the weekly staff meetings, organizational reviews and planning as well as other meetings that require engagement or as assigned

Education and Experience

Essential:

Undergraduate degree in International Relations, Business administration, political and humanitarian affairs, social sciences or other related discipline

Considerable knowledge of the Eastern Africa Context as well as of global humanitarian affairs

Previous MSF experience in the field, headquarters or association a pre-requisite

Strong written and oral communication skills as well as presentation skills

Excellent writing and editing skills: report writing, agenda, minutes and speech drafting

Previous experience working with organizational boards, supporting leaders/managers, governance and compliance issues a distinct asset

Specific skills, requirements & competencies

Genuine interest in, understanding of, and commitment to the humanitarian principles, MSF associative structure, social mission, operations, challenges of MSF and commitment to the Associative spirit.

Able to work in a multi-cultural environment.

Outstanding time management organizational and interpersonal skills.

Respect and understanding of confidentiality

Willingness and personal flexibility to travel across the region and beyond with short notices or as may be required

Proactive, highly motivated and responsible, able to work with limited supervision, accountable and honest.

Fluent in English, French and Swahili are an added advantage.

Computer literacy with excellent MS Office, Outlook, power point and excel with ability to effectively navigate through social media.

Knowledge of database management an asset.

How to Apply

For more information and job application details, see; Medecins Sans Frontieres EAA Board and Association Assistant Jobs in Kenyae

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