Head Of Regional Protocol Office at Medecins Sans Frontieres (MSF)

Head of Regional Protocol Office
Based in Nairobi MSF office with occasional travel to the field and frequent work in the various section offices around Nairobi;
Full-time employment;
Minimum commitment of 2 years;
Expected start date: Jan 3rd, 2022

General position Objective and Job Environment

1. The main objective of the Head of Regional Protocol Office (HRPO) position is to ensure efficient & effective coordination and management of the MSF Protocol office on implementation of the HCA in close collaboration with the Regional Representative (RR), Technical Support Committee and Intersectional Board in Kenya. The Intersectional Board is composed of representatives from the 5 MSF Operational Centers in Kenya and the Eastern Africa Section Office General Director.
2. He/she will be the first line technical advisor & focal point on relational and compliance issues of MSF with the concerned Government ministries and departments (MDAs), and any other interlocutors (NGO/PBO Board, other International and Inter-governmental organizations) on any matters touching on the implementation of the HCA.
3. The HRPO will be responsible for managing the RPO team and keeping up to date all documentations (procedures, guidelines, list of key contacts) related to HCA implementation.
4. The HRPO will ensure regular updated and communication to the Intersectional Board.

Main tasks & responsibilities

GENERAL HCA IMPLEMENTATION and OFFICE COORDINATION and MANAGEMENT

1. Follow-up and analyse geo-political, legal and economical context with possible implications on HCA holders/MSF;
2. Periodically update a risk analysis that reflects the position of MSF with regard to potential adverse operational impact while implementing the HCA and advice accordingly;
3. Ensure the office set-up and organisation reflects and is adapted to its function and tasks;
4. Draft, propose and ensure HCA implementation strategy and vision (validated by the Intersectional Board);
5. Keep overview of and analyse results and challenges, identify gaps and needs;
6. Ensure focus on set priorities and objectives, as defined and set by the board;
7. Consult the Support Committee in case of need, coordinate its advice and facilitate its contributions;
8. Contribute to the shaping of priorities and activities of the Support Committee;
9. In collaboration with the Support committee, advise the Board on matters of compliance with fiscal & administrative requirements from GoK; this includes update of guidelines, analysis of agreements or MoUs.
10. Ensure all necessary statutory/compliance reports to MoFA, NGO Board and other relevant entities are properly and timely done;
11. Draft the annual RPO budget; Follow-up and manage running costs;
12. Deputizes as the signatory for all documents prepared by the Protocol Office;
13. Stay updated about and be familiar with operations in Kenya and the region, incl. visits to projecs;
14. Ensure information flow between various MSF entities under the Intersectional Board;
15. Maintain regular contacts with the key internal and external interlocutors to keep abreast of on goings and share/update & advise MSF missions;
16. Reach out to and exchange with other HCA holders (IOs, INGOs, embassies…)

AD-HOC/NON-ROUTINE QUERIES SUBMITTED BY (INDIVIDUAL) SECTIONS

1. Analyse ad-hoc queries, consult Support Team additional input and advice and share with section(s);
2. Coordinate, facilitate and follow-up ad hoc/non-routine issues with section involved;
3. Organise and facilitate communication and meetings with MDAs and stakeholders;

RPO TEAM MANAGEMENT

1. Technical supervision of Protocol Office staff in areas of external relations, organization and communication;
2. Support LOs in the organisation of their tasks, suggest changes and identify needs and resources;
3. Ensure Staff planning (2 LOs plus ad-hoc support) considering surges in workload, leaves and other absences;
4. Organize and implement rotating RPO mobile desk in the sections;
5. Promote constructive team spirit and mutual back-ups and exchanges;
6. Accompany and support LOs in potential changes in procedures and tools; Request support if needed;
7. Evaluate LOs, identify training and coaching needs, as well as staff development opportunities (in collaboration with HR of hosting section);
8. Solicit HR expertise from RPO hosting section if needed;

REPORTING – INFORMATION AND KNOWLEDGE MANAGEMENT (IKM) – VISIBILITY

1. Write and submit annual and quarterly reports on the activities of the RPO to the RR, International Legal Department (ILD) and Board;
2. Advise the RR and provide input for annual networking and advocacy plan of the RR;
3. Contribute to updates of networking log, managed by the RR;
4. In collaboration with the Support Committee, evaluate need for review and update of implementation guideline and SoPs; update when deemed necessary;
5. Ensure HCA implementation guideline and SoPs are distributed and adhered to;
6. In collaboration with the Support Committee, manage the design and implementation of new/updated follow-up trackers: define needs and indicators, format, access and usage.
7. Ensure that new/updated follow-up trackers are duly used and filled;
8. Extract, clean and compile data from the follow-up trackers in place, submit to a quality control and analyse data and indicators (KPIs);
9. Monitor that FU trackers respond to the sections’ needs and allow for quantitative and qualitative analysis;
10. Write and share/publish monthly sitrep summarizing ongoing non-routine queries;
11. Organise and chair quarterly meetings with Board; write and share minutes with conclusions and action points;
12. Organise and chair bi-monthly ‘RPO online’ (with LogCo, HRCo, FinCo and SupCo); write and share minutes with conclusions and action points;
13. Organise and chair weekly RPO team meeting; write and share minutes with conclusions and action points;
14. Secretary for meetings chaired by representative or technical staff – contact, make appointments, send invitations and agenda, write and share minutes;
15. In collaboration with the RR, prepare and organise a yearly stakeholder’s event;
16. Regularly update briefing package on HCA and its implementation;
17. Adequately brief incoming HoMs/CRs, Coordinators and other pertinent staff on MSF’s HCA status and its implementation;
18. Organise 6-monthly ‘refresher’ HCA workshop for Coordinators and LO counterparts in the sections;
19. Ensure RPO digital and paper record management, in line with RM policy of RPO hosting section;
20. Keep (digital) archive with correspondence (Note Verbales, official letters) up-to-date;
21. Provide and maintain institutional history/memory for the context on the HCA and related matters, with necessary documentation.

Selection criteria

Essential

1. A university-level degree in International Relations, Political Studies or Management; or Diploma in a similar discipline with working experience in similar role;
2. Working experience in management of administrative matters such as tax, customs, immigration;
3. 2 years successful experience in MSF or comparable/equivalent entities or International organizations;
4. Excellent (data) analysis skills;
5. Strong general and people management and coordination skills; 
6. Excellent communication skills (intersection position);
7. Capacity to supervise and coordinate interdisciplinary positions/platforms;
8. Fluent in English & Swahili

Desirable

1. Soft skills: Good presentation, negotiation and diplomatic skills;
2. solutions-oriented;
3. Experience in Government, embassies or diplomatic missions;
4. Solid knowledge of O365 platform and tools;

Competencies

1. Commitment to MSF’s Principles
2. Cross-cultural Awareness and Flexibility
3. Analytical Thinking
4. Results and Quality Orientation
5. Service Orientation
6. Planning and Organising
7. Initiative and Innovation
8. Capacity to Negotiate
9. Teamwork and Cooperation

Conditions

1. Based in Nairobi MSF office with occasional travel to the field and frequent work in the various section offices around Nairobi;
2. Full-time employment;
3. Minimum commitment of 2 years;
4. Annual gross salary: 3,465,673. KES plus secondary benefits based on MSF EA Reward Policy.
5. Expected start date: Jan 3rd, 2022