EAA Board and Association Assistant at Medecins Sans Frontieres (MSF)

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.

REPORTING

The Board and Association Assistant is hierarchically under the EAS board and functionally reporting to the Vice President of 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
• Share any relevant documents from OC boards to EAS board as necessary

 General Assembly (GA)

• Support in GA documentation and reporting.
• Support the compilation of all reports from the board, AFPs, Association Coordinator and compiles the GA report.
• Support the reporting of the GA (including writing of GA minutes), filing of returns in cooperation with the Association Coordinator.
• Organises the pre-GA and post GA board meetings.
• Provides administrative and content support to the Association Coordinator with the organisation of the General Assembly (GA).
• Assist the Association Coordinator to coordinate the planning and execution of the General Assembly including the budget in close consultation with the board.

 EAA Publications

• Support the production of EAA monthly newsletter and other identified tools of communication for the East Africa Association as required.
• With the guidance of the Association Coordinator supports the compilation and production of EAA annual newsletters and other publications.
• Assists in managing the associative website, update content with technical support from the IT/Comms department. 
• Assist in content building for association videos and documentaries.

 New/Ongoing projects & Initiatives

• Lead or provide support on specific activities or projects initiated by the Association/Board as delegated, through
• Ensure proper engagement with members, NBO and stakeholders to identify new initiatives in Nairobi and the region
• Draft project plans and budgets as needed and seek board approvals
• Implement project as per agreed upon plans
• Frequent reports to the board, partners and other stakeholders
• Organise capacity building workshop for members and other stakeholders
• Participate in Key events, projects and activities as required.

 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.

Application deadline: 21st April 2023