Jobs at Medecins Sans Frontieres (MSF)

MSF Section/Context Specific Accountabilities

•  The Deputy Project Coordinator will assist the Project Coordinator (PC) in planning project’s objectives and priorities, by identifying the population’s health needs, analyzing the context, risks and constraints, and by calculating human and financial resources needed. He/she will contribute to the supervision, monitoring and follow-up together with the PC of all aspects of the projects in order to ensure its efficient and smooth functioning. He/she will replace the Project Coordinator in his/her absence.  In general terms, The Project Coordinator (PC) delegates ad hoc responsibilities to the Deputy Project Coordinator according to objective criteria taking into consideration sustainability in the treatment of the different dossiers.

Accountabilities

• Contribute to the analysis of the political, humanitarian, economic and social context in project area in order ensure that MSF's charter, policies and image are respected with regards to national employees, populations, authorities and partners.
• Contributes to the planning, supervision, monitoring and follow-up, together with the PC, of all aspects of the projects, according to the project plan, MSF operational policy and main strategic lines.
• Participate in the security management in the project, updating the security guidelines.
• Upon request of the PC, represents MSF within the project limits (local authorities, media, governmental and non-governmental bodies, etc.) and negotiates collaboration agreements. Legal representation is not delegable unless legally backed up (powers of attorney, etc.)
• Support the PC in planning and organizing project’s human resources, participate in their day-to-day management, in the induction of new staff, undertake evaluation of staff under his/her direct supervision and define training needs accordingly.
• Participate in exploratory missions according to the PC’s indications, in order to better comprehend context, priorities, constraints and population needs.
• MSF Section/Context Specific Accountabilities
• In view to all crucial aspect / stakes to cover linked to the complexity of Dagahaley activities, below is the salient objectives to focus on for this specific Job Profile.

Involvement on specific supports to finance department

• Responsible of the project safe
• Focal point for Cash transfers from Coordo -> Project & Safe -> Cash register
• Responsible for Weekly/Monthly cash count with the accountant
• Signatory back-up on upon request for budget holders

Security Management

• Security follow-up (Radio operator, Communication, Logbook, Road maps…)
• Security Guidelines updates. TSF for movements, Sireps 
• Provides analysis of the current relevant Security context in the area and shares knowledge with the Project coordinator
• Maintains a network of relevant information sources for context analysis ( political/ security/etc..)
• Security rules complaince  (Compound / Hospital) 
• Maintain contacts with the community (host community, refugees...)  in order to optimize security monitoring
• MSF representative in meetings with security actors / partners

Camp Context Evolution & Advocacy

• Camp demography evolution (VolRep, Relocation, Deregistration)
• Monitor and report on humanitarian issues of concern as per the agreed advocacy objectives
• Keeps informed about evolutions regarding the Garissa Integrated Socio-Economic Development Plan (GISEDP), the Marshall Plan and other plans relevant to the Refugee context
• MSF representative in meetings with actors/partners

Community focal Point ( Refugee & Host community):

• In absence of the Project coordinator is the formal representative of MSF for all communications with the Host and Refugee communities
• Organises regular meetings with all community representatives and with the Health committee members

Programmatic  and Operational support

• Supports the Project Coordinator in the rollout of strategic operational changes
• Represents the Project Coordinator in meetings regarding operational strategies with other partners ( UNHCR/DRS/etc..)
• Supports the Project Coordinator in the dissemination of the information about operational changes to all stakeholdes (communities, partners, etc..)

Compound Management

• Focal point for all topics / issues related to MSF compound 
• Responsible for compound rules respect (security…)
• Meetings with the residents/staffs compound

Exploratory MSF missions participation

• Follow-up humanitarian needs in NEP region (Outbreak, displaced populations…)
• Participation in exploratory MSF mission on request
• Ensure the back up of the tasks of the Project Coordinator Support when this person is not present.
• Ensure periodic reporting to the Project Coordinator

Requirements
Education        

• Preferably a medical or paramedical qualification or university-level studies.
• Desirable degree in Project Management or HR Management.

Experience      

• Essential previous experience of at least 2-5 years required in the field of humanitarian aid with MSF or other NGOs.
• Essential working experience in Kenya
• Essential operational experience in highly insecure context

Languages                   

• Swahili, English and Somali language are mandatory for this profile

Knowledge      

• Essential computer literacy (Microsoft Office and Internet)

Competencies 

• Strategic vision.
• Leadership.
• People Management.
• Planning.
• Team work.

Application deadline: 2nd July 2023

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Main Purpose

• Performing the day to day purchasing activities in a particular supply office (SKID) according to MSF protocols and standards to ensure an optimal running of the mission/ project.

Accountabilities

• Performing on a day to day basis the purchasing activities of a supply office, analyzing market sources and competitive pricing conditions among different suppliers in order to ensure an ongoing supply of goods, following the procurement procedures and according to MSF standards and protocols. Including the following activities: 
• Constantly assessing the local market, seeking products and suppliers that offer the best value for money and negotiating prices in order to guarantee the best quality and pricing for MSF goods and commodities. Regularly updating the supplier-item-price data on the supply office and informing the Supply (Activity) Supervisor / Logistics Supervisor of all information or modifications to the data i.e. price, address, items available
• At the request of the line manager, obtaining different quotations from suppliers according to the MSF Purchasing policy and placing purchase orders to pre-selected suppliers with whom prices have been agreed
• Requesting invoices or receipts, without delay, for all purchases, checking they are correctly filled and translating information written in local language before approval
• Managing the administrative and accounting procedures related to purchases: completing purchase orders, checking delivery notes (against orders), managing advances issued by the Finance Department, etc. Updating information on purchase lists after purchases are made.
• Assisting in reception control process with the storekeeper
• Preparing procurement document according to validation table of MSF SKID.
• Encoding and preparing Purchase Order (PO) in MSF ERP system (UniField)
• Regularly archiving all the procurement related files according to the MSF Switzerland policy and guideline.
• Working hand in hand with order processing officers to compile internal requests related to orders
• Any other duty delegated by line manager from time to time.

Requirements
Education

• Essential, bachelor’s degree/ Diploma in Procurement/Supply Chain Management.

Experience

• Essential: At least 2 years' experience in supply chain related jobs specifically in procurement.
• Desirable: Proven experience in MSF or other NGOs in developing countries.
• Experience in supply UNIFIFELD ERP system is desirable.

Languages

• English & Kiswahili

Knowledge

• Computer literacy (Excel, Outlook, ...)
• UniField

Competencies

• Results and Quality Orientation
• Teamwork and Cooperation
• Behavioural Flexibility
• Commitment.to MSF Principles
• Service Orientation
• Stress Management

Application deadline: 18th June 2023

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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 include accommodation, Travel, visas, Work permits and related processes, organize Briefings and Debriefings whenever and wherever 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, and 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 proactive, effective communication and good collaborations with the Regional Protocol office (RPO).
• Supports with Office recruitments i.e. screening of candidates, and 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, including team events.

Others

• Support with organizing and arranging schedules for interviews during recruitment upon request.
• Support HQ HR contracting and onboarding/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

What We Offer

• A 6 Months Full-time employment contract as soon as possible through MSF East Africa Section Office in Nairobi.
• Annual Gross salary of EUR 13,060.
• Social benefit package; allowances ranging between EUR 247-295/month based on individual & administrative status. 
• Other benefits include: 25 days of annual leave, Employer Pension contribution and medical insurance cover (staff and family) based on MSF EA terms/conditions.

Application deadline: 18th June 2023

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Objective of the Position:

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

Tasks & Responsibilities:

• Know labour legislation in force in Kenya; 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 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.).
• In liaison with the HRCo, ensure that all functions and job profiles at Mission level meet with the Mission’s function grid 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 validated 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.
• Is responsible for the management of cleaner/ housekeeper under his/her supervision.
• Actively participates in the recruitment and interviews of national staff, when needed.
• In close coordination with the Financial Coordinator, ensures fulfilment 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, IMU where applicable and Logistics department, that all international and internal movements in the Mission are properly managed (work permits, 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.
• Support in organizing trainings done locally.
• Follow up with different departments to ensure annual leave planning is done. Manage any other leave requested and ensure policies are respected including request for proof, where necessary
• Is responsible for the proper implementation and follow up of work permits, legal status for international staff working in the mission.
• In close collaboration with the HRCo, ensure proper management of the “MSF” houses and keep an updated status of all leases/ contracts/ agreements with the owners.
• Follow up the management of kitchen and guesthouse sundries.
• Follow up of medical coverage for all staff by ensuring all eligible staff + dependants are added to the medical cover and/or cancelled upon termination of contract of the staff (where applicable); maintain an updated list of the medical scheme; follow up of utilization reports from the insurance;
• Support the MedCo on any administrative follow up/ needed on medical evacuations to the mission

Qualifications & Requirements:

• Education: Essential, diploma/degree in administration related studies
• Experience: Essential working experience of at least two years in HR & administration. Desirable working experience in MSF is in asset or other INGOs in developing country(ies).
• Skills/ Competences: People Management, Flexibility, Results, Teamwork.; Commitment to MSF Principles; Result Oriented; Culturally Sensitive;
• Knowledge: Computer literate (MS Office Suite); Homere software knowledge is an added advantage.
• Language: Proficiency in written and oral English & Kiswahili.

Applicants MUST be Kenyan nationals and have the necessary statutory documents (ID, NSSF, NHIF and KRA PIN certificate). Candidates meeting the above qualifications are requested to ONLY submit a motivation letter and an updated curriculum vitae as a single file (in pdf-format), mentioning on the subject email line “Personnel Administration Manager”, to:

The HR Coordinator

Medecins Sans Frontieres Belgium (Kenya)

Email: msfocb-kenya-recruitment@brussels.msf.org

Deadline for application: 23rd June 2023

Applications must be received by the deadline. Only short-listed candidates will be contacted.