Current Openings at Medecins Sans Frontieres (MSF)

This position aims at supporting the day-to-day movements and other administrative tasks under the facilities to:

• Performs office errands, drive staff on official trips, and act as MSF EA bank Agent. 
• Perform any other duties in support of facilities services and office running activities.
• The Driver Handyman reports to the IT & Facilities Manager.

RESPONSIBILITIES

Driving:

• Transport staff on official trip and ensure transportation of goods as needed.
• Collects Goods when necessary, or plan for delivery with the suppliers.
• Act as a bank agent

Fleet focal Person – 2 cars

• Ensure the fleet car are in good condition (physical/mechanical) and is responsible for cleaning, service and maintenance.
• Ensure the vehicle insurance is up to date and MSF EA and traffic policies and rules are adhered to.
• Maintain the fuel card and logbook with updated information on consumption and service.

Other tasks

• Assist with any task related to support facility services and maintenance.
• Organise and plan the use MSF EA external leased storage space, including delivery of items to and from the space.
• Support staff and MSF EA with their events, assist handyman and external maintenance and repairs vendors.

POSITION REQUIREMENTS

• Valid driving licence.

Education and experience

• 2 years’ experience in a similar position
• Driving experience of at least 2 years in a reputable organisation, preferably for NGO (MSF experience desired).
• Language: fluent English & Swahili desirable.

Knowledge

• Basic computer skills in MS-Office (Excel, word..).
• First aid and defensive driving skills.

Competencies

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

Others

• Highly motivated and interested in the humanitarian sector.
• Flexible with working hours.

Condition

• Location: based in the Médecins sans Frontières-Easter Africa (MSF EA) HQ in Nairobi
• Full-time position.
• Annual Gross salary of KES 1,326,383 Other Secondary benefits as per MSF EA policy.
• Open-ended Contract.

Application deadline: 14th August 2022

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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. He/She will report to the Administration & Travel Coordinator.

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 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 hard copies.

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

POSITION REQUIREMENTS

• 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

Condition

• Location: based in the Médecins sans Frontières-Easter Africa (MSF EA) HQ in Nairobi
• Full-time position.
• Annual Gross salary of KES 1,591,659 Other Secondary benefits as per MSF EA policy.
• Open-ended Contract.

Application deadline: 14th August 2022

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The Accountant will be responsible for maintaining all financial and accounting records for the organization with strict adherence to policies and standards. The Accountant will report to the Finance/Accounting Manager.

RESPONSIBILITIES:

• Process all financial transactions in the electronic Systems to enable accurate financial reporting and monitoring.
• Control Compliance of expenditures and payments to vendors and staff within MSF EA policies and procedures.
• Ensure management of accounts payable and receivable including staff accounts, VAT and vendors.
• Prepare reconciliation of all Balance sheet accounts on a monthly basis to ensure exceptions are identified and dealt with promptly.
• Maintain cash receipts, vendor invoices, bank statements and other records of accounts.
• Maintain and manage archiving of financial documents to safeguard financial records and audit trails. Develop and maintain the data retention schedule for finance, accounting and procurement.
• Coordinate with the internal and external auditors during audits and do financial audit preparation.
• Ensure Statutory deductions are paid on time.
• Interface with HR and procurement on various elements of financial systems and processes related to the organization activities.
• Perform month-end closing process.

POSITION REQUIREMENTS

• CPA (K) or other professional qualification in accounting.
• Bachelor of Commerce Degree or any accounting-related discipline.
• At least 3 years of accounting experience (preferably in INGO).
• Well-versed in computerized accounting packages
• Highly motivated and interested in the humanitarian sector.
• Flexible with working hours.

Competencies

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

Condition

• Location: based in the Médecins sans Frontières-Easter Africa (MSF EA) HQ in Nairobi
• Full-time position.
• Annual Gross salary of KES 2,358,905 Other Secondary benefits as per MSF EA policy.
• Open-ended Contract.

Application deadline: 14th August 2022

go to method of application »

Main Purpose

Is responsible of ensuring that MSF is a Responsible employer in the mission, supports proper management of HR across the board and assumes full responsibility of all Administrative and legal issues in the Mission.

Accountabilities

• Know labour legislation in force in mission country; keep her/himself informed of any amendment made in labour legislation by regularly checking legislation sources and/or regularly meeting with lawyer, other local authorities at this level.
• Know all MSF policies, procedures, tools, standards and principles regarding all staff’ (national, international, regional, etc.) working conditions, benefits and remuneration, job profiles and function grids, health coverage, etc., adapts them to the Mission reality and ensures an equitable, efficient, transparent, fair and accountable implementation by all relevant staff throughout the Mission.
• Is responsible for the proper implementation and follow up of internal regulations and terms of employment contracts of all national staff, ensuring that all staff is employed in the frame of fair labour conditions, and according to local legislation, MSF HR vision, values and principles.
• In close collaboration with HRCo, ensures regular administrative meetings with all staff throughout the mission take place in order to ensure they are aware and respect their rights and duties and to inform them of any change in Labour legislation and general employment framework which may affect them (i.e. legal amendments, changes in local practices, new HR-Admin policies or procedures, amendments to Internal Regulations, etc.).
• Is responsible to ensure that all functions and job profiles at Mission level meet with the Mission’s function grid approved by HQ and are aligned with MSF Standard Job Profiles and Function Grid, and that any new function or amendment to an existing one (including significant changes in responsibilities and/or mixing existing functions) are requested in advance to HRCo and HRO/REHUCO for previous validation by HQ. Identifies deviations and shares them with HRCo in order to draw an action plan in case corrections are needed/convenient.
• Is responsible to ensure that National Staff remuneration (salary, post adjustments, compensations, final settlements, etc,) and benefits (holidays, leaves, social coverage, health coverage, etc.) meet with the Mission’s salary grid validated by HQ, Internal Regulations and HR policies, ensuring MSF acts as a responsible employer at any time. In close coordination with the Financial Coordinator, ensures fulfillment of national legislation regarding employees’ taxes and social security at Mission level, checks that monthly declaration forms for taxes and employee/employer social security contributions are correct and sends them to the Financial Department
• Informs HRCo in case a legal risk is detected within her/his area of responsibilities and suggests actions to take in order to prevent it. Follows up employees’ claims and keeps HRCo informed at any time.
• Ensure that MSF, as an employer, as well as all MSF employees comply with safety and risk prevention measures as stated by local legislation and/or MSF standard policies and procedures.
• Ensure an efficient filing system (physical and electronic files) of all administrative files at Mission level, granting strict confidentiality of employees’ personal files and other administrative private documents upon request of HRCo, and ensuring preparedness in case of evacuation.
• Upon request of the HRCo, maintain regular contact with ministries, national administrations, other MSF sections and other NGOs to improve/keep up to date with administrative practices.
• Knows Homère in depth and ensures a proper parameterization, use of the system and quality of data throughout the Mission, being her/himself the Missions’ technical reference in absence of a person specifically in charge of the system.
• Ensure, in close collaboration with HRCo and Logistics department, that all international and internal movements in the Mission are properly managed (visas, tickets, per diem when necessary, dates of arrival/departure, etc.), and ensures proper accommodation conditions (i.e. room, food, etc.) by informing all relevant people/departments.

Context-Specific Accountabilities

• Supervise daily, monthly, annual HR operations and procedures of Personnel administration: (Payroll, labour contracts, social security & income taxes, social benefits administration for the mission)
• Health and Safety: Review work environments to ensure procedures are in place to prevent health risks/injuries and be compliant with all regulations (OSH) governing the health and safety of individuals in the workplace.
• Follow-up for national staff disciplinary processes in Nairobi.
• Administrative management of Health Insurance for National Staff including contracts and follow up of staff enquiries.
• In charge of compiling monthly HR reporting from the whole mission and provide feedback to projects and HQ.
• Administrative management of national staff employment contracts and followup (appraisals, renewal, termination).
• Focal point and technical support for Homere and HR database management in the mission.
• Administrative management of Archiving procedures and policy in the mission.

Requirements

Education

• Essential: Degree in Human Resource or related field.

Experience

• Essential: Working experience of at least two years in administration

Languages

• Essential: English & Kiswahili

Knowledge

• Essential: Homere HR Database

Competencies

• People Management, Commitment, Flexibility, Results and Teamwork.

Application deadline: 16th August 2022