Current Vacancies at Medecins Sans Frontieres (MSF)

• The Medical director is in charge of the overall management of the medical department with the support of the head of Med Ops and an assistant. The technical advisors are divided in three groups of referent advisors of different specialties; mobile positions managed by the medical-operational unit are devoted to support the field program implementation and are under the management of the head of Med-Ops.

MAIN OBJECTIVE OF THE POSITION

• S/he will contribute to define medical-nutritional interventions, strategies, and protocols to implement quality nutritional programs to treat acute malnutrition in different contexts of nutritional situations (food insecurity, crisis, etc.), and to design alternative models to tackle acute malnutrition (or other types of undernutrition) in contexts where malnutrition is endemic, recurrent or seasonal in coordination and collaboration with other staff(s) or referents involved.
• The successful applicant will be based in Nairobi. The work will be carried out in the framework of the OCBA Strategic Orientations 2020 - 2023, the operational policy and OCBA annual plans as well as the medical department plans, working in close collaboration with other technical advisors involved to contribute to a more transversal, integrated, and holistic support to the polyvalent medical staff in the cells and the teams in the field and operations department in general at HQ level. S/he will be responding to the needs of OCBA missions.

MAIN RESPONSIBILITIES, FUNCTIONS AND TASKS

• S/he is one of the two Nutrition Advisors providing support to field missions and cells polyvalent medical staff, concerning any technical problems/questions that arise from the field while implementing nutrition activities. Their overall responsibility will be to contribute through their expertise to the improvement of care of patients in MSF projects in the domain of nutrition. The two nutrition advisors cover specific missions. Nairobi Unit Nutrition advisor will normally provide support to East and Horn of Africa missions, although it will always be balanced among the two advisors and might be susceptible to change. The two nutrition advisors (Barcelona and Nairobi) will have specific topics that will be under the responsibility of each one (to be discussed according to the background of each advisor and current and potential future dossiers). Both advisors will work in close collaboration in the following responsibilities, functions and tasks described below:

Definition, follow-up, and technical-strategic advice to the field projects

• S/he provides technical advice to define nutritional projects/programs (his/her presence may be required at Project Committees for their approval).
• S/he supports defining nutritional activities, resources to fill the identified needs, when opening a new nutritional program, or when undertaking new nutrition-related activities within regular projects (e.g., support to TB, HIV, Chronical Care Units projects or others).
• S/he participates in the follow-up of nutritional projects/programs and activities in support to medical-health advisor of the corresponding Operational Cell.
• S/he supports the teams in learning about the tools available in HMIS for collecting information on nutrition activities, their importance for monitoring and the use of indicators to improve the quality of care and support operational decisions.
• S/he supports the teams to improve quality of the care across all nutrition related programs and activities focusing on improving identification of the needs, delivery of care and people centered approach.
• S/he provides periodic update on nutritional aspects and knowledge to Operational Cells staff and to other medical personnel when needed.
• S/he provides updated working tools to manage nutrition-related activities.
• S/he conduct field visits for nutritional assessments/surveys and/or to provide technical support to regular nutritional projects/programs.
• S/he will brief and debrief field medical staff whose profiles include nutrition-related components, medical coordination team and occasionally to members of Operational Cells and Emergency Unit.
• S/he follows actively, monitors, and evaluates the service provided by telemedicine.

Research and updated support for new strategic orientations for nutrition-related projects/programs

• S/he participates in the production of technical working-tools for Nutrition and Food Security, in coordination with the MSF intersectional Nutrition Working Group (e.g., nutrition modules/guidelines, protocols, food security guidelines, and/or other intervention models (e.g., supplementary distributions or targeted distributions).
• S/he follows up early warning systems (FAO; Alertnet, FEWSNET, HJPN. etc.) and disseminates the alerts to the Operational Cells.
• S/he in collaboration with the Epidemiologist advisor, support OCBA missions in interpreting the country's information on food and nutritional security.
• S/he supports production of scientific articles or presentations within the nutrition framework.
• S/he participates in designing and follows up relevant operational research studies implemented at field level.
• S/he follows the evolution of innovation evidence-based advances in nutrition by following-up scientific publications, participating in international events and forums.
• S/he participates in networking with external partners and stakeholders in joint research projects, when relevant, and under the request of the Medical Director or his/her Head of Unit.
• S/he participates in the MSF intersectional Nutrition Working Group, and in other international platform or forums.

Training, communications-networking and representation of MSF

• S/he determines the training needs related to nutrition in collaboration with the Training Unit, and following the needs identified by Operations and Medical Departments.
• S/he participates as Facilitator–Trainer in sectional (OCBA) and international MSF courses that include nutrition components (Medco course, PSP, Nut e-learning course, PPD etc.).
• S/he organizes and participates in conferences, congresses, workshops, forums, or nutrition meetings when requested by the Medical Director in coordination with the Nairobi Head of the Office.
• S/he participates, at the request of the HR Department, in the selection of people who are to carry out nutrition-related activities as well as their follow-up and evaluation.
• S/he supports the Communication Department when communicating on nutrition-related activities (interviews with press and other media).
• S/he participates in MSF magazines and leaflets when dealing with nutrition-related issues.
• S/he produces and distributes information relating to our programs and specific issues.
• S/he is in charge of the internal and external circulation of certain documents or reports concerning our programs (nutritional and mortality surveys, etc.).

Specificities to the Nairobi unit position

• Support the missions in the implementation of the nutrition security surveillance system in collaboration with the EPI advisor supporting the Operational Cell.
• Develop and maintain a professional network with relevant actors involved in the field of nutrition and medical research in Nairobi and in the region.
• Participate in relevant fora/events related to nutrition in Nairobi and the region and use those, when relevant, to disseminate medical activities outcomes.
• Liaise regularly with key relevant actors related to nutrition (academics, researchers, institution developing programs or policies related to nutrition) in Nairobi and within the region to inform or get informed on recent/ongoing development (programs, research, initiatives, introduction of new tools).
• Contribute to the development of partnerships with some institutions based in Nairobi.
• Participate as facilitator in some MSF trainings held in Nairobi (OCBA or Intersectional).
• Contribute to the Nairobi unit strategy.

SELECTION CRITERIA

• Medical Doctor with Nutrition postgraduate degree and/or experience, Nurse with nutrition postgraduate degree and/or experience or a Nutritionist.
• Minimum three years of field experience working in a nutrition program in developing countries with MSF or other humanitarian agencies and/or NGOs. Experience in emergency response is an asset.
• Experience in planning, implementing, analyzing and diffusing nutritional assessments, evaluations, surveys (SMART) and respective mortality studies.
• Fluent in English. Good knowledge of French is an asset (and willingness to learn up to B2 level).
• Knowledge of another language (Spanish, Arabic, and Portuguese) is an asset.
• Good knowledge of East African networks is an asset.
• User skills of Excel, ENA for SMART surveys and NutVal.
• Availability to travel for two to three-weeks long visits to the field (approximate frequency: 4 times a year), including MSF international meetings.

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GENERAL OBJECTIVE AND JOB ENVIRONMENT

• The Security Management Advisor works closely with the Security Focal Point and other members of the SAG, contributing to the security and safety support to the missions of MSF-OCBA in terms of training, assessment and advisement. The Security Management Advisor is a member of the SAG and is accountable to the Security Focal Point.

• His/her main objective is to support in the deployment and implementation of risk management in the field missions of OCBA.

MAIN RESPONSIBILITIES AND TASKS

• Analyze needs and support learning and application of improved risk analysis in the field.

• Propose and implement improvements to standard security management tools.
• Guide and support field on context analysis practices and intra-mission security related discussion/communication.
• Guide and support field teams in implementation of OCBA security plan.
• Lead the development and roll-out of the Risk Management Support (RMS) position in field projects.
• Lead the development and roll-out of improved informed consent mechanisms for all field staff.
• Support the development of appropriate learning paths in security management for identified profiles.
• Facilitate regular and ad hoc training events related to security management.
• Lead or support ad hoc dossiers such as field guidance on humanitarian notification, common security context geo app initiative, “tool-maturity” in missions, etc.

Other Responsibilities:

• Reports regularly to SFP -and when relevant to Dirops/DepDirops or RECOs- on the state of projects and dossiers.
• Makes regular field visits to give in-person support and guidance as described above (up to 30% approx.).

SELECTION CRITERIA

• Relevant university degree.

• Minimum 2 years in the field in volatile context with MSF.
• Head of Mission and Field Coordinator experience with MSF.
• Fluent written and spoken English. French, Arab or Spanish are a plus.
• Proficiency Word & Excel user.

Knowledge:

• Coaching and training of staff in highly insecure contexts.
• Managing critical incidents in the field.

COMPETENCES

• Excellent written and oral communications skills.
• Ability to set priorities and organize his/her own work.
• Ability to travel in OCBA missions/projects.
• Teamwork and Cooperation.

Application deadline:  August 30th

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Main Objective & Responsibility For The Position

The position of the Administrative Assistant is to support the administration of all aspects of the HCA and ensure that MSF staff and operations are following the required procedures and ensuring that the maximum use of the benefits is made within clear guidelines and policies.

• To provide efficient & effective support to the Regional office and MSF sections in the application and lodgement of exemptions for all work permit exemptions, visas, dependant passes, imports; and applications for registration of diplomatic vehicle plates with the Ministry of Foreign Affairs (MoFA) and the National Transport and Safety Authority (NTSA). 
• Establish and maintain relations with MSF sections to ensure that all imports and motor vehicle registrations are lodged and followed up in a timely and efficient manner.

The Administrative Assistant will be accountable to the Head of Regional Protocol Office (HRP) and will from time-to-time support and cover for the Liaison Officer as and when required.

Tasks & Responsibilities

Application for work permit exemptions, visas, diplomatic and dependant pass

• In consultation with the MSF sections (Belgium, France, Holland, Spain and Switzerland) and Deputy Regional Representative, lodge applications for work permit exemptions, visas, diplomatic and dependant passes (and Airport passes where applicable) for all MSF officials and their dependants with the Ministry of Foreign Affairs. 
• Receive all requests and documentation for application of work permit exemptions and dependant passes for all MSF officials of all the Sections (Belgium, France, Holland, Spain and Switzerland).
• Draft Note Verbales, letters and other documents as required, for checking and signature by the HRP
• Manage and maintain all applications on the IPMIS system. 
• Support the relevant staff of the MSF sections to ensure that the correct primary and supporting documentation is provided to the Regional Office in order to guarantee a successful application and/or extension of a work permit, diplomatic and dependant passes. 
• Follow up closely to ensure that the MoFA deals with the applications timely and that they are forwarded to the Ministry of State for Immigration without undue delay.
• Support diplomatic engagements with the Ministry of Foreign Affairs to expedite granting of work permit exemptions where special circumstances within MSF demand that the permit be granted within a shorter period of time than the MOFA stipulated timeframes.\
• Ensure that all the documents, passports and resident passes, are distributed to the relevant Sections as soon as possible after receipt from the MoFA.
• Liaise with the MSF sections and keep them updated on the status of the pending applications for work permits, diplomatic and dependant passes. 
• Submit for cancellation in a timely manner, diplomatic and dependant passes to the Ministry of Foreign Affairs of officials who have completed their missions, as well as those officials who have ended their missions before expiry of their work permits.
• Assist the Head of Regional Protocol Office (HRP) in organizing refresher trainings to HR and Administration staff of the MSF sections on the processes and requirements of successful and seamless application and/or renewal of work permits, diplomatic and dependant passes.
• Maintain exemplary external working relationships with relevant Government officials and authorities, principally those of the Ministry of Foreign Affairs.
• Prepare Note Verbales for approval by the MoFA to support applications by MSF officials for Personal Identification Numbers (PIN) and Kenya Driving Licenses.

Customs Duty, IDF and Motor Vehicle Registrations

• In consultation with the MSF sections (Belgium, France, Holland, Spain and Switzerland) and the Deputy Regional Representative, lodge applications for exemptions of customs duty, IDF and applications for motor vehicle registrations for all sections at the Ministry of Foreign Affairs, Kenya Revenue Authority (KRA) and the NTSA.
• Liaising with SNEA, SKID, Kenya Logbase and MSF Sections keeping them updated on the status of the pending exemptions of duty, IDF and VAT.
• Lodge and manage applications for motor vehicle and motorcycle registration and deregistration, logbooks & diplomatic number plates with the MoFA and the NTSA.
• Assist in management of the TIMS account for MSF official vehicles. 
• To comply and follow the IPMIS system/process requirements and maintain the applications of Pro 1 Bs.
• Follow up closely with the above-mentioned government entities to ensure applications are dealt with timely and that they are forwarded to the next relevant authority without undue delay. 
• Liaise with the Supply Centres of the different MSF sections and keep them updated on the status of the pending exemptions.
• Timely distribute all duly authorized exemptions to the Supply Centres for onward transmission to clearing agents. 
• Assist the Head of Regional Protocol Office (HRP) in organizing regular refresher trainings to Finance, Procurement, Supply and Administration staff of the MSF sections on the processes and requirements of successful and seamless application for exemptions for customs duty, IDF and motor vehicle and motorcycle  registrations.
• Maintain exemplary external working relationships with relevant Government officials and authorities, principally those of the Ministry of Foreign Affairs, Ministry of Health, Ministry of Finance, Kenya Revenue Authority and the National Transport and Safety Authority.

Records, Reporting and Meetings

• Preparing a consolidated weekly report for the MSF sections with an update of immigration status of their officials and dependents which culminates to information for quarterly report.
• Preparing a consolidated weekly report for the MSF sections with an update of imports & status of official motor vehicles which culminates to information for quarterly report.
• Keeping records of all passports, ID Cards received and/or distributed.
• Keeping records of all duty exemptions, motor vehicle and motorcycle registrations and related documents/ information received and/or distributed.
• Keeping up-to-date filing for all official organization documents as required.
• Assist the HRP in Protocol briefing for new officials from MSF Sections.
• Attend any relevant internal and external meeting(s) as may be deemed necessary.

Others

• Provide input in review/update of policies and procedures.
• Prepare handover documents and reports for follow-up during absence. 
• Ensure activity/work plans are followed through and updated regularly with the supervisor, and active participation in annual plan and reviews for the unit’s activities.
• Identify opportunities for service improvement.
• Support in related functions including providing cover for the counterpart Liaison Officer as necessary.

Qualifications

Education And Experience

• Relevant Degree from a recognized university. 
• Experience in Administration and HCA related matters. 
• Experience with MSF will be an added advantage. 
• Knowledgeable of and interested in the international humanitarian context. 
• Good IT knowledge.
• Experience in Customs, immigration and tax requirements/Law in Kenya.

Competencies

• Commitment to MSF’s Principles
• Flexibility
• Stress Management 
• Cross-Cultural Awareness 
• Analytical Thinking 
• Results and Quality Orientation 
• Service Orientation 
• Planning and Organizing 
• Teamwork and Cooperation 
• Initiative and Innovative

Application deadline: 2nd September 2023