Travel & Administration Officer at Medecins Sans Frontieres (MSF)

Rationale/Objective for Position

The Travel and Administration 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. This position will be hierarchically and functionally accountable to the Travel & Administration Unit Lead.

Tasks & Responsibilities

Administrative processes & support 

• In collaboration and support from the Travel & Administration unit lead, initiate and draft a travel and movement policy and ensure implementation on the same.
• Serve as the focal point for all travel and movement-related matters for the Eastern Africa Office staff regarding non-Kenyan staff administration, providing support on visa processing and administrative procedures for staff deploying to the field.
• Ensure 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 the Eastern Africa (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.
• In close coordination with the other Travel & Administration Officers, actively and timely preparation, and updating of weekly and monthly reports for the Travel Unit, ensuring that all travel-related activities, movements, and key data are consistently tracked and well-documented.
• Respond to teams regarding potential incidences, validity of travel fares, business trips in collaboration with the travel agent.
• 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, relevant vaccines and checkup.
• Coordinate preparation of administrative documents for work permit and follow up with the protocol/regional representative’s office.
• Provide support in organizing training and events, including preparing administrative documents such as employer introduction letters required by embassies, and ensuring the Training Calendar is updated promptly.
• Create a network with embassies or visa application centers (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/debriefings and follow up in collaboration with the career management.

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

• 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

Language

• MANDATORY: Fluency in both written and spoken English and French.
• Desirable: Proficiency in written and spoken Arabic.

Education 

• A bachelor’s degree in human resource, Administration, Management or an equivalent qualification from a recognized institution.
• Knowledge of MS Office Tools (PPT, Excel).

Experience 

• At least two (2) years' experience in a similar job, preferable in the non-profit making sector.
• Experience in 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.