Administration and Travel Officer at Medecins Sans Frontieres (MSF)

Rationale/Objective for Position

The Administration and Travel Officer is responsible for coordinating the MSF EA office and intersection cross administration and travel tasks and ensuring effective and efficient administrative services for all areas related to staff movement and transit management at the Eastern Africa Office.

Tasks & Responsibilities

Administrative processes & support

• In collaboration and support from the Office HR and Admin Manager, initiate and draft a travel and movement policy and ensure implementation on the same.
• Act as the reference point for all movement and travel-related for Eastern Africa Office.
• Act as the focal point for staff regarding non-Kenyan staff administration.
• Ensure a proactive, effective communication and good collaborations with the Regional Protocol office (RPO).
• Ensure accurate and updated 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.
• Initiate the processing and follow up of Work Permit/Passes/Cards for all Non- Kenyan employees based in EA office.
• Provide administrative support for any medical interventions in Nairobi and the region with the support of the staff Health care officer and other colleagues involved.
• Respond to teams regarding potential incidences, validity of travel fares, business trips.
• Review of local accommodation and hotel requirements with the support of the Finance/facilities to ensure specification of administrative needs are considered.
• Ensure clear communication regarding administrative requirements for travel (visas,) and together with Staff Health officer, vaccines and check up.
• Coordinate preparation of administrative documents for work permit and follow up with the protocol/regional representative’s office.
• Give support in organizations of trainings and events including providing administrative papers such as introductory letter from employer required by any Embassy.
• Act as support for visas and administrative procedures for employees traveling to the filed.
• Create a network with embassies (as and when) that we mostly deal with and establish an updated contact list for the same.
• Support the proximity management initiatives by providing punctual information on Kenyan/other staff movements to facilitate meetings/briefings and follow up in collaboration with the career management.

Management and Organization of Travel Movements for all staff based at the EA Office

• Coordinate flight bookings and hotels for staff.
• Provide support and information regarding visas to the respective employees.
• Prepare and send travel documents.
• Coordinate proper filing of non-Kenyan documents for / work permit/passes/cards.
• Maintain and manage accurate data and information relate to all movements/ travels.
• Authorize travel expenses such as per diem forms for EA staff and visitors and  flights.

Other Responsibilities

• Plan, direct, supervise, and coordinate work activities of the Administration and Travel Assistant.
• Assist in the organization of team events, meetings, and activities.
• Support the Field HR in communication, administrative requirements for travel (vaccination/health checks/briefings/other) and contact with Field staff recruited and managed by the office.
• Provide input during review/update of HR/Admin policies & procedures and disseminate relevant information to all staff where needed.
• Prepare handover documents and reports for follow up during absence.
• Ensure administrative work plans are updated and followed through regularly with the supervisor.

Qualifications

Education

• A Bachelor’s degree in Human Resource, Administration, Tourism, or an equivalent qualification from a recognized institution.
• Knowledge of MS Office Tools (PPT, Excel).
• Fluency in English is required, and knowledge of French and a third language is an added advantage.

Experience

• At least two (2) years' experience in a similar job, preferable in the non-profit making sector.
• Experience in the travel agency, airline, coordination of events, visas, and work permit management.
• Previous experience with MSF or other humanitarian NGOs is desirable.

Competencies

Technical Competencies

• Excellent IT Skills
• Web/internet navigation skills.

Behavioral/General Competencies

• Commitment to MSF’s Principles
• Cross-cultural Awareness
• Strategic Vision
• Results and Quality Orientation
• Service Orientation
• Planning and Organizing
• Initiative and Innovation
• High level of flexibility.
• Strong communication skills.