Cell Operations Assistant at Medecins Sans Frontieres (MSF)

The Cell Operations Assistant is systematically included in conversations about operational strategies for Cell countries and supports the Cell in conducting operational briefings for outgoing field workers. 

Tasks & Responsibilities

Management of placement administration and logistics

Expat movement:

• After placement of international staff is confirmed, coordinates with the travel office in Paris the domestic and international travel, lodging, visas, work permits, and vaccinations for all international staff assigned to a Cell country in a prompt manner, while managing frequent changes in departure and return planning. Manages extremely complicated travel logistics, visa regulations, and testing requirements.
• Collects and verifies all travel and pre-departure documents for international staff, including passports, medical documents, CVs, academic records, licenses, etc.
• Supervises the procurement of visas, entry permits, and/or work permits for international staff. Monitors and updates change to visa process for the Cell countries. Updates HR team on movement logistics to support the planning of departures.
• Liaises between partner sections, MSF France, MSF Eastern Africa, and capital administration teams in the Cell countries to coordinate departures and returns for the Cell countries. Provides departure support as necessary for field visitors from other offices. Liaises with other field offices to support the departure and return of field staff.    
• Coordinates with the capital administration teams in the Cell countries to facilitate work permits, visas, travel, and registration of international staff following the protocol in each country context.
• Duly informs the international staff about their travel plan, immigrations procedures at arrival, medical requirements, safety regulations.
• Conducts HR and OPS briefings and debriefings for international staff prior to departure.
• Be the focal point for briefings and debriefings for cell international staff going through the mission including their transportation, pickups and liaising with MSF Eastern Africa on the same. 

HR management:

• Supports the Cell Human Resource Manager for placements of all international staff.
• Updates the OCP HR database with the expatriate’s personal information, their mission status/contract dates, and creates the departure sheets.
• Works with the Cell and Field HROs and other relevant personnel to keep policies, procedures, and documentation up to date.
• Recommends and makes improvements to the same. Ensures the matching doc on MyMSF is up to date.
• Other duties, as assigned.

Administration Management 

• Creates weekend reports for FHR Pool Managers to provide up-to-date accounts of all expat staff movements so that weekend activities or potential emergencies are outlined in advance. 
• Manages day to day finances of Cell expenses, including per diem and expense reimbursements for international staff, general petty cash management, invoice management, and expense approval. 
• Provides administrative and travel support for Cell Members traveling to Cell countries for meetings and field visits. 
• Maintains organizational tools for tracking travel, meetings, and other matters of team wide concern daily and refines them as needed. 
• Participates in and takes minutes at Cell meetings, as needed. 
• Ensure updated electronic documents meant to be accessed outside cell. 
• On behalf of the cell allot seating spaces to visitors who require to work from Nairobi office. 

Interdepartmental Coordination 

• Coordination with other departments to develop and harmonize various policies and procedures. 
• Attends other department meetings, including Field HR and Communications, as necessary, to provide feedback and information as it relates to Cell operations.
• Support with Administrative process on Medical Evacuations in collaboration with the Staff Health Unit.

Supervisory Responsibility 

• Manages a fluctuating pool of interns/volunteers for the Desk as needed. Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employees/interns; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Extent of Public Contact

• Ensures excellent services by greeting expat staff and assisting them throughout their departure and return from the field. Manages hotel and travel in collaboration with MSF Eastern Africa 

Working Conditions, Travel and Environment 

• The duties of the job require regular attendance 5 days/week. Must be available to work on weekends, as required.

Qualifications

• Minimum two years directly related experience plus bachelor’s degree or equivalent combination of education and experience.
• Keen attention to detail with ability to track multiple projects at one time.
• Ability to prioritize ongoing vs. immediate needs appropriately.
• Strong interpersonal and written and oral communication skills.
• Strong computer literacy, including ability to use word processing and spreadsheet and HR database software and to search the internet for research purposes.
• Ability to handle a large volume of work.
• Outstanding proven time management and organizational skills
• Ability to work with a minimum of supervision.
• Excellent judgment and diplomacy.
• Genuine interest in and commitment to the humanitarian principles of MSF.
• Ability to write routine business correspondence and internal memos.
• Interest or willingness to depart on a field assignment with MSF.
• The position is a locally hired.

Preferred: 

• Experience in travel administration.
• Experience working with MSF or a similar humanitarian organization.
• Experience working internationally with an NGO or non-profit.
• Female candidates are STRONGLY encouraged to apply.

The closing date for applications is 19th February 2023.