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  • Posted: Apr 12, 2024
    Deadline: Apr 26, 2024
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    Médecins sans frontières (MSF) or Doctors Without Borders, is an international humanitarian-aid non-governmental organization (NGO) and Nobel Peace Prize laureate, best known for its projects in war-torn regions and developing countries facing endemic diseases.
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    Order Processing Officer

    Main Purpose

    • The order processing officer is the first point of contact between SKID and the projects/coordinations supported. He/she receives and manages all orders sent by projects and coordination offices to SKID. After quality check, he/she dispatches these orders to warehouse or procurement team for further treatment. He/she remains in charge of following-up advancement on those orders.

    Accountabilities

    • First point of contact for all communication relating to order requests received from the projects/ coordinations.
    • Responsible for follow-up of orders sent by projects and coordinations (sourcing from procurement or from warehouse).
    • Responisble for encoding all international purchase orders.
    • Responsible for management of product codes on behalf of the projects and coordinations.
    • Developing and maintaining good working relationship with supply responsible from projects and coordinations, through regular and proactive communication.
    • Assisting and supporting the supply responsibles of projects and coordinations on orders preparation and management
    • Be in constant communication with SKID warehouse and procurement teams to follow-up advancement of orders (picking, purchasing, reception, dispatch,…)
    • Filling and archiving essential documents on share point as well as physical files as per MSF policies.
    • Keeping all orders up-to-date in the ERP used by SKID (UniField) with relevant information such as dates and locations.
    • Reporting directly any issue, delay or bottleneck related to orders to his/her supervisor.
    • Preparing and sharing weekly reports detailing situations of each order.
    • Performing delegated tasks according to his/her activity and as specified in his/her job description.

    Requirements

    • Education :Minimum Diploma in supply/Logistics management
    • Experience: Essential in supply chain management (minimum 2 years) and in organization of supply administration and procedures.
    • Desirable proven understanding of MSF supply processes

    Languages

    • English and Kiswahili

    Knowledge

    • Essential Computer literacy, Excel
    • Desirable UNIFIELD knowledge or ERP software

    Competencies

    • Excellent communication skills
    • Excellent organization skills
    • Service oriented
    • Teamwork, cooperation
    • Results and quality orientation
    • Multi-tasking
    • Flexibility
    • Stress management

    go to method of application »

    Admin Transit

    Main Purpose

    • Administrative specialist responsible for the staff management, staff movements and associated procedures in alignment with MSF’s standards, protocols, and local legislation to uphold the seamless functioning of MSF’s operations.

    Accountabilities

    • Managing visas, plane tickets, and associated processes for the arrival and departure of international staff in coordination with headquarters.
    • Coordinating staff movements (local and international) and handling administrative formalities such as passports, visas, and per diems with projects and headquarters. Organize and supervise entry permit, work permits, visa extensions, and dependent pass procedures across our missions in Kenya and Sudan.
    • Serve as the key liaison for immigration-related matters, ensuring compliance with visa, dependent pass, entry, and work permit regulations in both countries
    • Maintaining contact with external partners to stay updated on policies and procedures related to movements, entry/work regulations (immigration, UN, airline companies, etc.).
    • Handling all administrative tasks required for personnel transiting through the capital, including transportation, briefings, financial matters, and lodging.
    • Updating movement-related tools, Mission contact information, and distributing them regularly, including movement lists and evacuation/lists.
    • Planning and supervising associated processes (recruitment, training/induction, evaluation, potential detection, development, and communication) for staff under supervision, such as administrative assistants and housekeeping staff, to enhance capabilities and ensure adequate staffing and knowledge levels.
    • Managing modes of telecommunication, and overseeing housing/rooming assignments to ensure proper management of guesthouses, including furniture, cleaning, and food. Act as the primary point of contact for rent and utilities follow-up for our premises in Nairobi.
    • Preparing per diem and security funds in Nairobi
    • Coordinating closely with the team in Sudan for the smooth internal movement of locally hired staff.
    • Filing administrative documents according to MSF standards and local legislation and ensuring timely submission of required documentation to headquarters.
    • Prepare briefing schedules for new arrivals, both local and international.
    • Monitor and oversee expatriate contracts, addendums, and end-of-mission procedures.
    • Ensure the accuracy of expatriate follow-up and contact lists.
    • Offer administrative support to missions, particularly concerning visa inquiries and movements, including transit and evacuation arrangements in Nairobi.

    Requirements

    • Education :A Bachelor’s degree in business administration, Management, Public Administration.
    • Experience:At least one year in administration management or related field
    • Language:English
    • Knowledge :Essential computer literacy (Word, Excel, internet)

    Competencies

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

    Closing date

    19 Apr 2024

    Method of Application

    Use the link(s) below to apply on company website.

     

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