Openings at Medecins Sans Frontieres (MSF)

Main Purpose:

Planning and supervising the execution of the supply chain activities in the project or capital (order, procurement, transport, customs, and stock management) according to MSF protocols and standards in order to ensure the optimal functioning of the mission.

Other tasks include, but not limited to:

Planning, coordinating, supervising and monitoring on a day-to-day basis the implementation of the supply activities in the project as specified by the line manager, ensuring compliance to MSF standards, protocols and procedures. Including the following tasks:

Order management: Responsible for the supply administration, the correct filing and archiving of supply database and the efficient processing and follow up of orders and requests.

Procurement: Responsible for purchase management, in particular the follow up of purchases, preparation, together with the Logistics Manager, market assessments, contracts and supplier evaluations and communication with local suppliers for the status of purchase orders, claims and complaints.

Transport and Customs: Ensuring the clearing and the transport of medical and non-medical goods of the mission and provide info on timelines regarding administrative procedures concerning, import, customs clearance, etc.

Stock management: Controlling quality and costs and the physical state of orders and determines the quantities of products to buy (volume) taking into account the demand and needs of the mission, the availability forecasts, delivery timelines, budget and other relevant factors and monitors stock levels related to monthly consumption figure, expiry dates, excess drugs and possible shortage in the capital

Communicating with customers, keeping them up to date concerning their orders status (BO confirmation) and prioritizing procurement and transport according to their needs. Coordinating and leading the team under his/her responsibility including the definition of each person’s tasks (daily supervision and checking the quality of their work), drawing up working schedule Supervising, in close coordination with the HR department, the associated processes (recruitment, training/induction, evaluation, potential detection, development and communication) of the staff under his/her, responsibility in order to ensure both the sizing and the amount of knowledge required.

Requirements

Education

• Essential: Degree in supply chain/Procurement/Logistics or Diploma in Supply Chain/Logistics/Procurement with at least 3 years’ experience.

Experience

• Essential: Previous experience in supply chain, procurement & stock management activities related jobs. Necessary minimum 2 years in MSF Logistics Department working with UniField.

Language

• Essential: Fluent in English & Kiswahili (written & spoken).
• Desirable: Fluency in Somali (written & spoken).

Knowledge

• Essential: computer literacy (word, excel and internet) & Unifield Software.

Competencies

• Results and Quality Orientation
• Behavioral Flexibility
• MSF Principles
• Stress Management
• Teamwork & Cooperation

Apply via email: jobs@somalia.msf.org

Deadline: by 8th June 2022

go to method of application »

MAIN RESPONSIBILITIES

• Define, document and manage information management practices as well as design knowledge distribution policies and design automated way to implement them
• Interact with the staff members, unit managers and other stakeholders. Act as a mediator to answer the queries of the staff about the information and knowledge management services and practices
• Utilize the knowledge base resources and design training modules for the staff to help them access the knowledge management tools
• Encourage the staff to share knowledge effectively and efficiently
• Develop, maintain, and promote a Records Management program within MSF International

Community and collaboration

• Help develop the on-going strategy and shape for the Collaborative Workspaces
• Ensure ongoing support, training and guides for content authors and Intranet users
• Assist with training of staff on the use of the Intranet publishing systems

Data protection and compliance

• Identify risks and actionable plans to protect the business
• Manage information security and risk management awareness training programs for all approved systems users
• Provide regular reporting on the status of the information security program to senior staff and the management team
• Coordinate information security and risk management projects in partnership the IT organization and business units
• Collaborate periodic security audits
• Communicate best practices and risks across the organization

Job requirements

• Genuine interest in and commitment to the humanitarian principles and challenges of MSF
• University bachelor’s degree level in Information and Communication Sciences & Technologies or equivalent experience within the area
• Experience in records management procedures and tools
• Experience in managing digital platforms
• Experience in digital information management
• Experience in delivering training and webinars to users
• Experience providing firsthand support to users
• Experience with international organizations an asset
• Experience in change management an asset
• IT skills including Microsoft Office Applications
• Complete fluency in written and oral English
• A comprehensive understanding of the practical application of relevant legislation (including the GDPR) and official guidance relating to processing of personal data.
• Well-developed communication and interpersonal skills, including the ability to discuss technical requirements with a wide range of non-technical stakeholders.
• Ability to develop and deliver guidance, advice, and training to staff about their responsibilities regarding data protection
• Self-motivated, proactive, flexible and an effective organizer
• Good team worker, but, at times, also able to work with minimum supervision
• Able to travel internationally

Deadline to apply: 8th June 2022

go to method of application »

Support PS in developing good procurement practices:

• Analyze spend and identify strategic suppliers and categories.
• Define with PS management team the priority categories, plan procurement activity and ensure partner sections teams availability.
• Analyze current procurement practices, procedures and tools, propose and develop, based on existing materials, required improvement in order to reach best practices.

3. Lead tenders according to partner sections priorities

• Define, in collaboration with the requesting departments and the other indirect buyers, the best procurement strategy
• Guide the requesting departments in the needs analysis: volumes and technical specifications.
• Guide the requesting departments in the sourcing of potential suppliers.
• Launch the tender and lead the analysis of the offers
• Lead the negotiations with suppliers.
• Participate in selecting the most relevant supplier based on pre-established selection criteria.
• Support the different departments in their relationship with their suppliers if needed (negotiation, dispute etc).

Job requirements

Education:

• Bachelor level in Business Management or Supply Chain with Procurement specialization or a combination of relevant education and professional experience.

Experience:

• 5 years minimum procurement experience, preferred experience with indirect services
• Proven experience in negotiating, contract review, supplier management principles

Knowledge and Skills:

• Excellent communication skills, assertiveness and negotiation skills
• Ability to work in a cross-cultural and cross-functional environment
• Strong organizational skills, ability to handle multiple priorities at one time
• Strong analytical and problem solving skills
• Demonstrate independent initiative
• Drive for change, improvement and innovation
• Proficiency in standard office tools including Word, PowerPoint, and Excel

Deadline to apply: 5 June 2022

go to method of application »

Main Purpose

• Lead the PSCU support for locally recruited staff working in the region.
• Provide psychological support to locally recruited and on needs basis international staff while in the field) OCA staff according to MSF principles and protocols in order to improve the patients’ mental health
• Develop a network of counsellors within OCA missions and in the region

Objective

• Act as Point of reference for staff mental health related issues in the East Africa region
• Provides psychological and mental health support to locally recruited staff
• Develops a strategical vision for the East Africa support network towards a future goal of expanding services to other MSF entities
• Operates a staff support 24/7 helpline
• Crisis and critical incident management
• Provides PSCUs at HQs in Europe with data analysis and recommendations  

Accountabilities

The Psycho Social Care Unit (PSCU) East Africa region in Nairobi is part of the developing Regional staff health Care support service in MSF EA. In a first phase the unit will primarily provide psychosocial support for locally recruited OCA  staff in the region.

This role will be responsible for providing or organising local psychosocial, mental health care support to countries in the Eastern African region and any other countries beyond on needs basis (Ethiopia, Sudan, South Sudan, Somali, Somali land, Kenya, CAR) to MSF staff of OCA.

The psycho-social care coordinator provides support to MSF operations in the following fields:

Direct service provision

• Carry regular field visits to promote the activities and while on field mission perform direct consultations or provide group sessions to all staff in East Africa OCA and other missions
• Conducts stress management and psychosocial first aid trainings to staff in the field upon request of missions
• Carry field visits in case of critical incident under the responsibility of the Psycho-social Unit
• Provide psychological support on request at distance to the national staff by teams/online or phone call
• Operates a national staff support 24/7 helpline
• Give recommendations to the Operational Support Team and field about the psychological support after field visits
• Increase the understanding of staff psychological vulnerabilities, identification of staff stress  & management to coordinators
• Provides technical support and training for the external consultants & the regional psychologists

Ensure client confidentiality within the service

Management

Manage the network of regional psychologists

Strategical aspect

• Point of reference for psychosocial national staff care for MSF in the East Africa region
• Develop under the supervision of the Amsterdam Staff Health Unit Coordinator a regional and local strategy to improve support  to the staff (external consultant, others NGOs, etc)
• Identifies, maintains and manages a network of external East Africa based mental health professionals to deliver national staff care support in MSF East Africa based MSF missions

International staff services

• Supports mental health/ psychological related MEDEVACS and follow-up
• Psychological, mental health support during critical incidents including SILT presence/ FFP role

Monitoring & reporting

• Prepares monthly statistics to Staff health Unit’s in OC’s/Amsterdam
• Data analysis and reporting in collaboration with the staff health unit in OC’s.

Future orientation

• Coordinates and implements staff health support missions to national staff of MSF missions upon request of OCs
• Briefs and debriefs International staff of the recruitment pools in the East Africa region

Requirements 

Education

• Essential degree or diploma in Clinical Psychology
• Labour and organisational psychological, desirable
• Knowledge of work related mental healht psychological problems (psycho-trauma, burn out etc.)

Experience

• 5 years experience minimum as a clinical sychologist
• Previous experience with MSF or other NGO’s in developing countries.

Languages 

• English Language, essential.
• Local language, desirable. Swahili can an asset

Deadline: by 5th June 2022

go to method of application »

KEY TASKS RESPONSIBILITIES

The Secretary to the IB will hold seven main responsibilities:

Coordination and management to ensure the IB’s enactment its roles and responsibilities

• Ex-Officio Member of the Officers of the IB
• Coordinate and process manage the development of the annual IB Workplan.
• Be the primary executive interlocutor responsible for manging the implementation of the annual IB Workplan on behalf of the International President and other Officers of the IB.
• Coordinate and process manage the development of the IB meeting agendas in cooperation with theOfficers of the IB.
•  Ex-officio member to IB and IGA committees and working groups as delegated by the Officers of the IB.
• Draft political communications to the MSF movement regarding key IB decisions and discussions.
• Consistently identify and implement iterative improvements to IB functioning and ability to fulfil its role.
• Ensure that IB receives relevant information, in a relevant format, and in timely fashion to facilitate IB decision-making.
• Ensure or oversee the maintenance of institutional memory via the drafting of IB Minutes and the archiving of a repository of records.

Provision of recommendations and strategic guidance regarding MSF International’s governance and its application

• Ensure that MSF International’s governance is adhered to.
• Be the autonomous central reference point and a custodian of knowledge regarding the organisation’s governance including statutes, records and other related material.
• Advise and provide articulation and recommendations to the IB on politically sensitive issues.
• Provide ongoing critical analysis of the practical application of MSF’s governance structures and raiseitems to the IB regarding identification and mitigation o f potential issues.
• Provide strategic support to Institutional Members, the IB, and others in respecting the International Statues, mandatory legal frameworks (e.g. trademark agreements), and any other applicable regulations (e.g. voting requirements), as well as requests for exemptions or amendments.
• Work with the ILD on the interpretation and application of MSF governance on behalf of all associative platforms.
• Be the ex-officio member to the GWG.
• In coordination with the GWG and International Vice President manage the IGA Representative and IB Member Conflict of Interest declaration process.

Co-ordination, management or support of IB projects

• Propose, identify required resources, and autonomously lead projects and initiatives to promote good governance in MSF.
• Cooperate in the necessary manner regarding projects delegated by the IB via the International Vice President.

Risk Management

• Work to mitigate IB’s governance and institutional risk.
• Collaborate with the relevant IB Standing Committee to support the IB’s risk management responsibilities.
• Iteratively develop the IB’s risk management tools.
• Provide guidance, advice and information on governance risk management.

Co-ordination of the IGA Agenda and Sessions (in collaboration with the IAC)

• Responsibility for coordinating the development of the IGA Agenda, in co-ordination with the International Association Coordinator and as delegated by the International President.
• Direct responsibility for coordinating the development of IGA sessions as delegated by the IB via the International Vice President.
• Ensure synergy and a clear delineation of tasks between the IAC and Secretary to the IB

Management of the Secretariat to the IB Team and other Temporary Positions

• Perform annual planning in line with the IB Workplan and IB priorities.
• Make proposals regarding the formulation of the annual IB Budget.
• Coordination, management and evaluation of the positions within the Secretariat to the IB Team.
• Coordination and management of any project based or other temporary positions.
• Supervise and ensure the good function of the IB Standing Committees.
• Supervise the administrative and logistic support to the IB’s Stranding Committees and/or working groups including: The production of accurate and timely IB and Standing Committee minutes; transparent communication between platforms; follow up and implementation of outcomes.

Co-ordination and Collaboration with the International Association Coordinator

• Ensure holistic and comprehensive coordination on crosscutting topics with the International Associative Coordinator (and International Associative Team).
• In collaboration with the International Association Coordinator, foster strong working links and communication between the Secretariat to the IB Team and International Associative Team.

Job requirements

Experience

• Experience working in humanitarian sector and NGO governance.
• Experience working at board level.
• Experience in project management involving multiple stakeholders and cross-cutting issues.
• Demonstratable experience in developing workshops, meeting sessions, etc for high level meetings.
• Experience in high-level political communication.
• Experience in managing teams.
• Experience in developing, transforming or optimising internal processes.
• Demonstratable experience working on confidential/sensitive matters appropriately and with integrity.
• Field experience with MSF or another NGO an asset.

Advantageous Skills and Specific Requirements

• Genuine interest in, understanding of, and commitment to; the humanitarian principles, associative structure, social mission, operations, and challenges of MSF.
• Understanding of MSF’s organisational culture and internal dynamics.
• Understanding of MSF’s governance model.
• Understanding of when the legal interpretation of governance is required.
• Strong writing skills.
• Self-driven, enthusiastic, dedicated, and autonomous.
• Excellent diplomatic ability and judgement regarding networking, information gathering, and sharing.
• Strong technical skills in the Office 365 package and the ability to utilise technology to improve the functioning and communication of the IB.
• Able to work in a multi-cultural environment; ability to recognize, respect, learn from and integrate cultural differences.
• Strong team player with the ability and interpersonal skills to interact and communicate at all levels of MSF.
• Able to work successfully under pressure within short deadlines, maintaining appropriate priorities, adequate detail, flexibility, and positivity.
• Convincing personality, capable of earning trust from stakeholders.
• As the Secretary to the International Board of an association registered in Switzerland it is expected that the Secretary will develop a good understanding of the regulations of a Swiss association and will be comfortable and available to liaise with Swiss authorities whenever required
• Fluent in English (written and spoken) with other languages an asset.

Deadline to apply: 15 June 2022

go to method of application »

MAIN PURPOSE

This position will be responsible to evaluate the structural, functional and human impact of organisational changes brought about by the International Contracting Office and the Rewards Review project and implement a programme of activities to facilitate these changes in advance of and post the go-live of both projects.

ACCOUNTABILITIES & DELIVERABLES

For both projects:

• Maintain clear ‘push’ and ‘pull’ internal communications tools (SharePoint site, Yammer Group, Newsletter, Events, etc.) specifying Why/How/What/Whom/When; Scope in/out, etc. to explain and manage expectations;
• Maintain a dynamic map of stakeholder commitment/capability through individual and group consultation;
• Maintain a dynamic map of driving and restraining forces, prioritized according to relevance (impact x control), through individual and group consultation;
• Maintain a dynamic change backlog of activities to facilitate change, working in an iterative fashion (Agile Project Management, e.g. SCRUM methodology), possibly framed on a change facilitation model (Kotter, Heath, etc.);
• Build and maintain key indicators of success in terms of action, acceptance and most importantly: value;
• Flag risks and opportunities to key stakeholders;
• Create internal synergies across the organization;
• Research, gather and apply ‘best-practice’ change facilitation from inside and outside MSF.

Job requirements

• Experience in change facilitation;
• Excellent creative thinking and emotional intelligence;
• Excellent communication skills, with an ability to present complex information succinctly;
• Excellent capacity for active listening;
• Strong networking skills;
• Excellent IT skills including the use of social media, content management, Microsoft Office;
• Ability to work independently with minimal supervision;
• Fluency in written and spoken English and another MSF working language (French, Arabic or Spanish).

Deadline to apply: 15 June 2022