Latest Vacancies at Medecins Sans Frontieres (MSF)

Main Purpose:

Responsible to define, develop and enforce the learning and development strategy of the mission by developing activities and tools while respecting the standards established by the Learning and Development Department at HQ. Improves people capabilities, contribution and active participation in order to achieve mission goals effectively.

Other tasks include, but not limited to:

• Define, promote and enforce a mission specific learning and development strategy in order to respond to the needs identified among the staff, prioritizing those needed those needed to ensure the Operational objectives
• Define, promote and enforce the learning and development activities and tools within the mission.
• Define, promote and enforce the induction and onboarding guideline for all new staff within the mission
• Advise coordinators/supervisors/activity managers on potential career paths and development plan for specific employees.
• Create and enforce a mission specific training policy according to the L&D guideline
• Providing expertise upon request to line managers concerning the assessment of training needs within the teams they supervise
• Supporting and developing training for Coordinators/supervisors/activity managers.
• Develop the implementation process of the learning needs assessments logic within the mission
• Monitor the application of learning within the mission while developing tools and monitoring system to enhance the process
• Looking for synergy/exchanges with other MSF sections and other NGOs in terms of learning activities and other development tools
• Collaborating with the HRCo in building/updating the L&D annual plan and budget

Support the L&D processes in the mission

• Review and adapt the L&D strategy; Promote and enforce L&D activities across the mission according to the L&D Strategy
• Review and adapt the learning policy. Develop, together with the HRCO and the project team, an implementation strategy for staff learning policy with specific regard to the context dynamics and constraints, taking into consideration the specific operational model.
• Follows up on training requests, grants and study applications.
• Follows up on pending post training requirements/ learning applications
• Review learning needs for the staff, IMS, LRS & MoH seconded staff in line with the operational priorities of the mission.
• Organising training resources and solutions to fit the need of different stakeholders
• Support execution, monitoring and evaluation of the training activities
• Coordinates, collects information, and prepares L&D reporting in the mission to ensure mission L&D reporting to CMT & HQ.
• Develop and maintain an institutional memory/data bank for L&D activities for future reference, ensure it is updated periodically in Share point and made accessible to all Staff
• Identify and maintain database for suitable local institutions and venues to support the L&D program at both Coordination and Field level.
• Support the project teams on delivery of the transfer of knowledge and skills to staff, and design a package of tools, procedures and guidelines suitable for the context.
• Collaborate with HRCO to foster a culture of learning and development in the mission.
• Work closely with HRCO and others to manage learning activities and other capacity building initiatives.
• Coordinates tracking mechanism to ensure participant information for trainings is shared with HR and recorded in Homere.
• Spend approximately 60% of the time working collaboratively with projects.
• Monitor and evaluate training program’s effectiveness, success and periodically report on them.
• Create L&D awareness across Mission.
• Identify suitable resource persons (in-house facilitators) locally who will support the L&D program at field level.
• Follow up and monitor L&D budgets for projects and resources allocated for training and development activities.
• The person should travel to the field on 60-70%%.
• To provdie a good support to all MSF section.

Performance Management

• Facilitates PM workshops across the mission
• Supports CMT and line managers with PM process
• Supports CMT and line managers during PM process and initiates aftercare
• Follows up with projects on evaluation overview of recommended L&D activities

Support the practical activities linked to facilitation of detachments in the mission

• Maintain updated list of detachable employees across the mission
• Liaise with potential missions identified to send or receive a mission detachable employee
• Identify the needs and support the staff in development of appropriate skills and capacity for beneficial detachment mission: language, technical trainings, experience etc

Learning stations

• Promoting effective use and development of learning stations in the mission.
• Updating the learning station resources based on users demand
• Following-up the functionality of the stations and propose ways to increase reliability and relevance of the learning stations
• Coordinating with field HR mangers to receive usage report, challenges, requests etc

Education

• Degree in HR

Experience

• Working experience of at least four years in Learning and Development sector
• Desirable 2 years previous experience in MSF or other NGO in developing countries

Language

• Essential mission working language and very good command of English required
• Desirable local languages/ Swahili and Somali

Competencies

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

Application deadline: 15th March 2023

go to method of application »

Main Purpose:

Is responsible for the proper management of the MSF Premises (offices, warehouse, Expat housing) in the Capital, and the planning and coordination of the staff under her/his responsibility, in order to provide Qualitative accommodation for the expatriates as well as adequate working space for the mission, according to the standards defined in the mission. Is responsible for all administrative tasks related to the accommodations used in the Capital.

Other tasks include, but not limited to:

• In close coordination with HR Coordinator, calculate the HR operational needs for his/her team and the needs in terms of accommodation in the Capital for the Coordination and the Projects (Guesthouses and Offices) and the associated budget in order to ensure adequate sizing of the facilities and staffing.
• Planning and supervising, in close coordination with the HR Coordinator, the associated processes (recruitment, training/induction, evaluation, potential detection, development and communication) of the staff under his/her responsibility (secretaries, receptionists, cooks and housekeeping staff) in order to improve people capabilities and to ensure both the sizing and the amount of knowledge required.
• Draws up the Holiday planning for the staff under his/hersupervision in order to forecast HR needs ( daily workers) and to ensure HR availability in the office and guesthouses. Keeps an active database of possible relievers for the staff under his/her supervision.
• Implementing all administrative related activities linked to the Accommodation (Offices, Warehouse and Guesthouses) in the Capital. Ensures all expiring contracts (Rental contracts, Insurances, Security Contracts, Garbage Collection) are timely renewed or alternatives are found. Functions as the primary interlocutor for the MSF Somalia Mission with the owners/management for all the premises of MSF.
• Checking and ensuring the maintenance of MSF premises and facilities, as well as the general water supply, electricity supply, internet supply for all Houses and Offices. In this sense, making regular inspection visits to assess the rehabilitation needs of facilities.
• Ensuring all MSF Premises (Offices and Houses) are properly equipped (according to the Standard List for house equipment). Prepares the ordersfor the equipment of houses and offices, follows up on the orders and ensures that a proper reception of the items is done and the quality of the items is assured.
• Ensures all MSF Premises (Offices and Warehouses) have the necessary Licences and Permits to operate and establishes and maintains professional contacts with all relevant authorities (Nairobi City council, Directorate of Occupational Safety and Health, ...) to obtain the permits and licences.
• Ensures, in close collaboration with the Logistics department that a proper maintenance of the equipment in the houses and offices is done. Makes orders to replace equipment where needed. In this sense, making regular inspection visits to assess the maintenance needs for the equipment.
• Ensures all personnel transiting through the Capital (Visitors, NS for training, etc…) have proper accommodation/lodging during their stay in the Capital (Hotel bookings or MSF Guesthouses). Is responsible for the Accommodation of all International Staff in the Capital.
• Ensure that all Guesthouses, Offices and the Warehouse are sufficiently supplied with household supplies (cleaning materials, gas, etc.). Prepare 3-monthly orders for the same and ensure a proper stock keeping and distribution of the items, do the follow-up, and checking proper reception and stock keeping.
• Ensures that all offices are sufficiently supplied with Stationary items and prepares 3 monthly orders for the same. Is responsible for the stock management of the Stationary in all offices.
• Ensures follow up and timely processing of all electricity bills, water bills, rental invoices , etc. for the Capital.
• Participates in Monthly HR Reports.
• Recruitment of domestic staff
• Creation of a poll of relievers( Cleaners,secretaries,cooks,gardener)
• Evaluation of staff,regular follow up of perfomance of all staff under his/her supervision
• Follow up of all contracts for expats houses and offices,warehouse:renewal,new leases,etc
• Follow upof utility bills for all the houses and offices( internet,water,electricity)
• Follow up for service contracts for the houses/offices: security ,garbage collection, etc
• Ensures good stock keeping/follow up of stocks for the expats houses is done,places,materials
• Follow up on repairs to be done in the houses( with management or logistics)
• Ensure good stock management and ordering of for food items for use in the office( Tea.coffee,sugar,milk,water)
• Follow up of non medical insurancecontract and licencesfor all houses/offices,warehouse:renewals,quotations etc
• Ensures accommodation for visitors to the Somalia Mission in Nairobi and Kenya ( Hotel bookings,when necessary)
• Train,coach,and manage all staffunder his/her supervision
• Support and coverage for PAM as required
• Functions well in a strict proedural framework but also flexibility to adapyt to change
• Achiving Champion for the missio( working closely OCA Kenya achiving Champion)
• Follow up on occupational safety and health administration.

Education

• Degree in management (business, HR) or administration.

Experience

• At least four years in administration management Desirable, good knowledge of local administration.
• With MSF essential 2 years of previous experience is similar to relevant positions.

Language

• Essential: Fluency in English & Swahili

Competencies

• People Management
• Commitment
• Flexibility
• Results
• Teamwork

Application deadline: 15th March 2023

go to method of application »

OBJECTIVES OF THE POSITION

The objective of the procurement systems project manager is to deliver an effective sourcing suite for the entire MSF procurement community, making it accessible and user-friendly. The expected output includes the solution itself, as well as training packages and a replicable rollout methodology.

Specific Objectives

•  Complete and document compliant procurement of the relevant sourcing suite & partner integrator
•  Work with the selected integrator during Design phase to ensure the solution set up meets MSF’s needs
•  Monitor set up phase and manage data transfer process
•  Plan, support, report on rollout with relevant group of MSF entities
•  Define a replicable blueprint methodology for the system rollout
•  Define change management strategy, provide system guidelines and training package
•  Define and secure handover of system support and maintenance within procurement organization

MAIN RESPONSIBILITIES

Complete and document compliant procurement of the relevant sourcing suite and partner integrator

• Follow MSF procurement procedure from need analysis to setting up supplier performance management
• Set up and seek approvals for the contract with the selected systems service provider
• Document all relevant procurement steps and report to internal and external stakeholders

Work with the selected integrator during Design phase to ensure the solution set up meets MSF’s needs

• Define systems modules, dependencies, and scope
• Ensure all required functionalities are available from system, customized where required
• Manage the performance of the service provider to ensure optimal service delivery
• Request system modifications following pilot project(s)

Monitor set up phase and manage data transfer process

• Target data to be collected (users, suppliers, contracts, etc.), collect it & define data transfer strategy
• Data consolidation & cleansing
• Frame planning & participants of tests phase
• Produce tests booklet and coordinate the testing phase

Plan, support, report on rollout with relevant group of MSF entities

• Identify rollout opportunity(ies) within MSF
• Support rollout(s)
• Document steps taken and lessons learned
• Share rollout results with the different procurement communities (direct, indirect, field)

Define a replicable blueprint methodology for the system rollout

• Produce a deployment roadmap, usable autonomously by any MSF entity
• Identify focal points in MSF entities to lead on the systems rollout

Define change management strategy, provide system guidelines and training package

•  Work with Procurement HR (Human Resources) capacity building manager and entities’ Knowledge management units to develop systems training package
• Disseminate finalized training package through MSF entities

Define and secure handover of system support and maintenance within procurement organization

Education:

•  Bachelor’s Degree in business, with ideally a specialization in project management, or a combination of relevant education and professional experience.

Experience:

•  5+ years’ work experience in complex organization, of which 2+ in systems project management including planning, risk management and cost control.
•  Experience with procurement systems and procurement systems service providers
•  Direct work experience in procurement or supply environment is a strong asset

Knowledge and Skills:

•  Excellent communication skills and assertiveness
•  Ability to work in a cross-cultural and cross-functional environment
•  Strong organizational skills, ability to handle multiple priorities at one time, with multiple stakeholders
•  Understanding of international complex supply chain management
•  Proficiency in standard office tools including Word, PowerPoint, Excel, and data management

Languages:

•  Fluent spoken and written English
•  Good command of French is an advantage

Deadline to apply: March 26, 2023