Career Opportunities at Medecins Sans Frontieres (MSF)

Rationale/Objective for Position

The Administration & Travel Assistant is responsible for ensuring effective and efficient support towards service delivery for administrative services relating to staff movement and transit management offered by the MSF EA Office.

Tasks & Responsibilities

Office Administrative Support 

• Process and follow up on all relevant documentation and support for Non-Kenyan staff regarding 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 Officer, ensure a proactive, effective communication and good collaborations with the Regional Protocol office (RPO).

Travel and 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 and 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.
• Participate in review of local accommodation and hotel requirements with the support of the Finance/facilities/Procurement to ensure specification of administrative needs are considered.
• Per-diem Calculation for MSF EA Visitors and sharing with Finance in good time for payment.
• Consolidating and verification of Taxi bill with the correct budget code before submitting to Finance for payment on a monthly basis.
• Support the Field HR in communication, administrative requirements for travel (vaccination/health checks/other in collaboration with the SHU unit) and contact with Field staff recruited and managed by the office.
• Promote and support the correct use of the documentation, tools and folders in the SharePoint platforms relating to travel information/policy.

Other Responsibilities

• Support HQ HR contracting and on-boarding/orientation and deboarding/exit of staff.
• Provide input during review/update of HR/Admin policies & procedures and disseminate relevant information to all staff where needed.
• Promote and support the development of internal events fostering internal information cohesion and socialization, include team events.
• Ensure administrative work plans are updated and followed through regularly with the supervisor.
• Backup for the Administration and travel officer.

Qualifications

Education

• A Bachelor’s degree or Diploma in Human Resource, Administration, Travel, or an equivalent qualification from a recognized institution.
• Well versed in computerized accounting packages.
• 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. 
• Previous experience with MSF or other humanitarian NGOs is an added advantage.

Competencies

Technical Competencies

• Excellent IT skills

Behavioral/General Competencies

• Ability to communicate and problem-solve effectively across diverse cultures with sensitivity.
• Commitment to MSF’s Principles
• Flexible with working hours.
• Results and Quality Orientation
• Service Orientation
• Planning and Organizing
• Initiative and Innovation
• Teamwork and Cooperation
• Networking and Building Relationships
• Security awareness and Management

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Tasks & Responsibilities

Strategic Responsibilities

• Manage the overall strategy for the promotion and use of the tools developed through the project across the MSF movement.
• Coordinate the development, evaluation and continual refinement of the engagement strategy process and templates accordingly.

Technical and Operational Responsibilities

Coordination

• Present the supporter engagement introduction document and lead related discussions to introduce the project with stakeholders in countries where MSF has both offices and operations.
• Guide the country teams on how to use the templates and support the process.
• Brief and support local coordinators when developing and implementing a supporter engagement strategy.
• Disseminate exemplary practices about the utilization of tools and the formulation of strategies.
• Design presentations, write briefs, and continuously adapt and refine the toolkit in collaboration with the DCF for MSF EA.
• Consolidate the dataset provided by the various departments.
• Ensure that the project budgets and plans are on track.
• Organize specific meetings and facilitate workshops.

Promotion of the project within the movement

• Reach out to relevant offices and organize briefings to outline the project, including drafting materials, presenting the project and managing follow up questions.
• Ensure planning and logistics required for meetings and workshops.
• Identify and organise consultations and discussion forums with various MSF stakeholders and international platforms.
• Create and upkeep the SharePoint pages for the project.

Continuation

• Define Terms of Reference and call for volunteers to set up a Community of Practice for the continuation of the project after this phase of this employment, and optimize the supporter engagement strategies in the long-term.

Other Responsibilities

• Carry out additional tasks as necessary according to the evolution of the project.

Qualifications

Education

• A bachelor’s degree in communications, public relations, project management, political science, and or an equivalent qualification from a recognized institution.
• Knowledge of MS Office Tools (PPT, Excel).
• Fluency in English is required, and knowledge of French/Spanish and a third language is an added advantage.

Experience

• At least 3-5 years of relevant experience.
• Experience working with MSF or other humanitarian NGOs is an added advantage.
• Experience working on the African continent.

Competencies

Technical Competencies

• Ability to think strategically and translate a vision into practical outputs.
• Excellent program management and coordination skills.
• Excellent written and verbal communication skills, including demonstrated ability to effectively facilitate various level meetings; prepare clear and concise briefs, presentations, and reports.
• Place high value on quality improvement, applying managerial and technical skills to measure and improve efficiency.
• Strong analytical and process facilitation skills.
• Strong Microsoft Office skills

Behavioural/General Competencies

• Good organisational and multi-tasking skills.
• Ability to work effectively in a team and alone.
• An open approach and resilient spirit.
• Proactive attitude.
• Flexible mindset and ability to adapt quickly, focusing on value creation.
• Strong analytical and process facilitation skills