Travel and Contracting Officer at Medecins Sans Frontieres (MSF)

Tasks & Responsibilities

Administrative processes & support

• Collaborate with the Travel and Mobile Staff Deployment Team Leader to 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 issues for Eastern Africa Office.
• Act as the focal point for staff regarding non-Kenyan staff administration.
• Maintain proactive, effective communication, and good collaborations with the Regional Protocol office (RPO).
• Ensure accurate and updated information for deployment 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 Officer and other colleagues involved.
• Respond to teams regarding potential incidences, validity of travel fares, and business trips.
• Review of local accommodation and hotel requirements with the support of the Finance/facilities to ensure specification of administrative needs is considered.
• Ensure clear communication regarding administrative requirements for travel (visas,) and together with Staff Health officer, vaccines and checkup.
• Coordinate preparation of administrative documents for work permits and follow up with the protocol/regional representative’s office.
• Give support in organizations of training and events including providing administrative papers such as introductory letters from employers required by any Embassy.
• Act as support for visas and administrative procedures for employees traveling to the programs.
• 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.
• Assist in the organization of team events, meetings, and activities.
• Support Talent Management team in communication, administrative requirements for travel and movement (vaccination/health checks/briefings/other) and contact with program staff contracted and managed by the office.
• Provide input during review/update of People Services 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 regularly with the supervisor.
• Support in the management of critical incidents as/when required

Management and Organization of Deployment 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.

Contract Management

• Provide on point briefing and debriefing of mobile staff to mobile staff and managers on contracting procedures, documentation requirements, timelines, and administrative processes
• Support onboarding and offboarding activities by coordinating travel, documentation, accommodation, and other administrative arrangements for mobile staff.
• Liaise with People and Culture, Finance and Services, operational centers, and partner sections to facilitate timely processing, approval, and implementation of contracts.
• Maintain up-to-date contract records, trackers, and monitoring tools, and proactively follow up on contract expiries and pending actions.
• Coordinate end-to-end administration of NCR mobile staff contracts and decentralized offices, including preparation, amendments, renewals, extensions, and closure of contracts.
• Legal documentation handling including work permits, social security registration, and NIE acquisition for international staff.

Other Responsibilities

• Integrate EDI & Safeguarding aspects in area of work responsibility, including policies and practices.
• Recognize, respond, and document any form of abuse or inappropriate behavior and alert the safeguarding unit of any suspected potential abuse.
• Proactively participate in the individual performance management process including objective setting, performance monitoring and performance evaluation.
• Recognize and reinforce strong performance in supervisees; identify and encourage improvement where needed; and ensure quality and timely performance management process is carried out for supervisees.

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 touristic sector (travel agency, airline, coordination of events, visas and work permit management).
• Previous experience with MSF or other humanitarian NGOs is an added advantage.

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.
• Ethics: High ethical standards and a commitment to protecting the data of individuals and furthering MSF mandate

Languages

• Working proficiency in English is mandatory.
• Knowledge of French is a strong asset.
• Additional languages are an advantage.

Conditions and Benefits:

• Job Location: MSF Eastern Africa office in Nairobi (Kenya)
• Contract: Open-ended, Full-time, contract.
• Start date: ASAP.
• Salary: An annual salary of EUR 18,476 at HQ Grade 6 based on a full-time appointment with an annual increment of 2% every year up to a maximum of 10 years.
• Work-life balance financial benefit; ranging between EUR 247 to 295/month based on individual & administrative status. This amount may be used to cover accommodation and utilities, transportation, etc.
• Other benefits include; 25 days of annual leave, Employer Pension contribution and medical insurance cover (staff and family) based on MSF EA terms/conditions.