Latest Vacancies at Medecins Sans Frontieres (MSF)

OBJECTIVES FOR THE POSITION

The main objective of the position is to ensure effective & efficient support towards service delivery for administrative services offered by the MSF EA Office. He/She will be responsible in ensuring effective and efficient administrative service for all areas related to people/staff movement and transit management. These includes accommodation, Travel, visas, Work permits and related processes, organize Briefings and Debriefings whenever and wherever is needed. He/she will be in contact with other MSF admin teams for cross administration exchange.

S/he is responsible for providing support to the office administrative area in terms of organization Trainings and other events, meetings in collaboration with the Service desk team.

 The position reports to the Administration & Travel Coordinator.

TASKS & RESPONSIBILITIES:

Office Administrative Support

• Ensure Facilitation and support for training events in the office.
• Process and follow up on all relevant documentation and support for Non-Kenyan staff with regard to Work permits, Visas and any administrative support required. 
• Update the non-Kenyan staff file in the HR management system with staff and their dependent legal status.
• In Collaboration with the Admin & Travel Coordinator, Ensure that there is a proactive, effective communication and good collaborations with the Regional Protocol office (RPO).
• Supports with Office recruitments i.e screening of candidates, organizing interviews.
• Support in office HR filing of employee files both in soft and hardcopies.

Travel & transit support:

• Ensure that all staff and visitors to the office are well informed and briefed on travel information and requirements, prior to and upon arrival. Ensure that the briefing information is updated on travel and admin area for staff.
• Support with booking 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.
• Support with administrative facilitation for medical evacuations in the country in terms of facilitation of local movement and communication material, accommodation requirements and bookings, and where necessary contact with the hospital and insurance for pre-authorization and billing. (refer to the Medevac guideline).
• Participate in review of local accommodation and hotel requirements with the support of the Finance/facilities to ensure specification of administrative needs are considered.
• Support the Field HR in communication, administrative requirements for travel (vaccination/health checks/other) and contact with Field staff recruited and managed by the office.

Internal communications

• Promote and support the correct use of the documentation, Tools and folders in the SharePoint platforms.
• Organize and update the HR SharePoint folders.
• Promote and support the development of internal events fostering internal information cohesion and socialization, include team events.

Others

• Support with organizing and arranging schedules for interviews during recruitment upon request.
• Support HQ HR contracting and on-boarding/orientation and de-boarding/exit of staff.
• Provide input/participation during review/update of HR/Admin policies & procedures and disseminate relevant information to all staff where needed.
• Ensure administrative work plans are updated and followed through regularly with the supervisor.
• Back-up and support for HR/Admin activities where feasible. 
• Backup for the Administration Coordinator.
• Back up for HR/Admin assistant for administrative support

QUALIFICATIONS

• Diploma in Human Resources, administration and travel or/and related studies essential.
• At least 2 years' experience in a similar job, preferable in the non-profit making sector. 
• Fluent in English & Swahili. Knowledge of French/Spanish or other language is an asset. 
• Previous experience with MSF or other humanitarian NGOs is considered a plus.
• Well versed in computerized accounting packages.
• Highly motivated and interested in the humanitarian sector.
• Flexible with working hours.
• Good Communication Skills.

COMPETENCIES

• Commitment to MSF Principles
• Cross-cultural Awareness
• Behavioural Flexibility
• Stress Management
• Service Orientation
• Initiative and Innovation
• Teamwork and Cooperation

Application deadline: 28th March 2023

go to method of application »

Main Purpose

Defining, coordinating and monitoring all the IEC( Information, Education, Communication) Health Promotion activities in the project and promoting MSF services according to MSF principles, protocols and standards in order to increase the knowledge of the target population around their health, the support of preventive activities and the collaboration to improve the services.

Accountabilities

• Defining and updating the HP/IEC strategy and related activities through annual project and budget plan (objectives, target population, campaigns, messages, activities, specific actions, etc.).
• Assessing knowledge of the target group on a health risk and analyzing the context (local culture, traditions, habits, health perception) to adapt health activities and support the social mapping (villages, populations, actors), Identifying indicators in order to monitor HP activities results and achievement and using the concrete tools to measure and follow up those activities
• Assessing, developing and adapting IEC/HP materials according to the needs of the project. Ensuring content and format have been pre-tested with target groups in order to ensure the adequacy, relevance, full understanding of the messages. Leading focus-group discussions with target groups in order to ensure the adequacy, relevance, broadcasting and full awareness of the messages, ensuring they are worded in a pedagogic manner
• Liaising with other relevant actors (national and International NGO’s, authorities) also involved in prevention activities, analyzing interventions and building cooperative relationships and advocacy, in order to enhance the influence of the campaigns and messages and to improve awareness among the targeted population
• Ensuring regular collaboration and coordination with the MSF medical team, to guarantee that the HP is part of medical activities and contribute to the medical objectives of the project
• Knowing protocol(s) for Sexually Gender Based Violence (SGBV) and ensuring its application. Identifies possible victims of SGBV and referring them to the medical team for treatment according to protocol(s)
• Supervising the IEC/HP team and their activities, in and outside health facilities, reporting difficulties and progress as well as adapting format and content when necessary. Planning and supervising the HR associated processes (recruitment, training, evaluation, development and internal communication) of the IEC / HP staff of the project. This will be done in close coordination with the HR department, the administration manager and project coordinator and according to MSF vision, values and procedures. Ensuring that HP/IEC participates in counseling services when needed, specially including Prevention Parent to Child Transmission (PPTCT) and Voluntary Counseling and Testing (VTC)
• Participating in the monthly reports according to guidelines (SitReps, statistical reports, etc.)

Education

• Essential, university degree in social sciences, social communication, health promotion or related studies

Experience

• Essential, working experience of in related jobs (health promotion, project coordination, social research), preferably with MSF or other NGOs
• Experience in qualitative research is a plus
• Essential experience in working with key populations
• Essential experience in working with a multidisciplinary team
• Desirable experience in using digital platforms

Languages

• English – Essential
• Swahili - Essential

Knowledge

• Essential computer literacy (word, excel and internet)

Competencies

• People Management and Development L2
• Commitment to MSF Principles L2
• Behavioural Flexibility L3
• Results and Quality Orientation L3
• Teamwork and Cooperation L3

Application deadline: 30th March 2023