Open Roles at Medecins Sans Frontieres (MSF)

Tasks & Responsibilities

Administration

• Responsible for all the travel and administration aspects of medevac and referral cases in Nairobi in collaboration with the Travel team.
• Provide essential information to arriving staff, including visa processes (ETA), local shopping options, currency exchange and security briefings in collaboration with the ASA unit.
• Link with the MSF Sections and OC travel focal points for specific travel requirements and guidance.
• Prepare and update monthly reports in close coordination with the rest of SHU team.
• Ensure all travel-related activities, movements, and key data are consistently tracked and well-documented.
• Ensure timely and clear communication of administrative travel requirements (visas, air tickets), and that the welcome package is shared with staff in advance.
• Book and manage patient transportation (taxis to and from the airport) and provide briefings and support on local movements.
• Review of local accommodation and hotel requirements with the support of the travel/Finance/facilities/Procurement to ensure specification of administrative needs are considered.
• Ensure timely request and Process per diems, claim invoices for staff while ensuring proper documentation.

Medical Insurance and Local service Agreements

• Support MSF staff to request MSH pre-certification for staff requiring hospital admission or planned hospital appointments.
• Assist the EA HQ staff/field staff with insurance-related queries.
• Prepare and dispatch letters of undertaking to healthcare providers (e.g., The Nairobi Hospital, check-up, or vaccination centers), as per request by SHU team.
• Ensure the invoice from service providers is printed, approved and scanned, to the Finance team for Payment.
• Liaise with Ambulance Companies in Nairobi when needed for events, or individual staff health support.

Guest House Management

• Ensure comfort during the stay of the staff and Caregiver in the guest apartment, whilst providing seamless support for basic items, (Hygiene, electricity, water, internet and Gas).
• Coordinate with the Procurement Unit to ensure guest house supplies are ordered and stocked in a timely manner.
• Link with the person responsible to ensure any damage and broken items are fixed in a timely manner.

French Translation and Interpretation

• Assist French-speaking staff during medical consultations and wellness programs to facilitate clear communication with healthcare professionals.
• Ensure the employee understands the risks, benefits, and alternatives of a medical procedure before they sign consent forms.
• Support health officers in delivering sensitive or difficult health information in a way that is culturally appropriate and empathetic.
• Translate HR, health-related forms, consent documents, and medical documents from French to English and vice versa.

Data protection

• Filter and Maintain strict confidentiality of all medical and personal information.
• Uphold ethical standards in all aspects of patient care and document handling.

Other Responsibilities

• Assist in the organization of team events, meetings, and activities.
• Provide input during review/update of SHU HR/Admin policies & procedures
• Prepare handover documents and reports for follow up during absence.
• Ensure administrative work plans are updated and followed through regularly with the supervisor.

Qualifications

Language

• MANDATORY; Fluency in both written and spoken English and French.

Education

• Bachelor’s degree in Administration/Business studies or an equivalent qualification from a recognized institution and Diploma/bachelor’s degree in Nursing, Paramedic.

Experience

• Previous experience in an administrative role within the healthcare sector is highly desirable; experience with other humanitarian NGOs is an added advantage.

Competencies

Technical Competencies

• Knowledge of MS Office Tools (PPT, Excel).
• Web/internet navigation skills.

Behavioral/General Competencies

• Commitment to MSF’s Principles
• Cross-cultural Awareness
• Strategic Vision
• Results and Quality Orientation
• Service Orientation
• Planning and Organizing
• Initiative and Innovation
• High level of flexibility.
• Strong communication skills.

Conditions and Benefits:

• Job Location: MSF Eastern Africa office in Nairobi (Kenya).
• Contract: Open ended, Full-time contract.
• Start date: ASAP.
• Salary: An annual salary of EUR 18,476 at HQ Grade 6 based on a full-time appointment with an annual increment of 2% every year up to a maximum of 10 years.
• Work-life balance financial benefit; ranging between EUR 247 to 295/month based on individual & administrative status. This amount may be used to cover accommodation and utilities, transportation, etc.
• Other benefits include; 25 days of annual leave, Employer Pension contribution and medical insurance cover (staff and family) based on MSF EA terms/conditions.

go to method of application »

Main Purpose

Execute, according to hygienic standards, housekeeping, cleaning and tidying up activities in order to ensure public and staff private areas are in good condition.

Accountabilities

• Clean bedrooms, bathrooms, toilets and other rooms in MSF houses.
• Do the laundry, iron clothes and perform other housekeeping activities.
• Support the cook (washing up, cleaning the kitchen, etc.).
• Sweep and mop the floors.
• Restock supplies (toilet paper, soap, etc.) as required.
• Upon arrival, prepare hot water for tea/coffee and refill drinking water.
• Check that the toilets are well stocked with paper, soap and condoms.
• Check that the water supply (kitchen, showers, etc.) is sufficient during water cuts.
• Keep premises properly locked (doors, windows).

MSF Section/Context Specific Accountabilities

Responsibilities: HOUSEKEEPING

• Daily general cleaning of the whole house (all rooms, bathrooms, toilets, kitchen, dining room, etc.)
• Tidying beds daily, washing the bed sheets every week and mosquito nets once a month
• Washing dishes
• Cleaning of all walls and windows
• Washing clothes, hand towels, curtains and ironing
• Ordering once a month hygienic items for the maintenance of the house from the logistician
• Doing extra cleaning in case of any accident or requirement
• Having a planned schedule for deep cleanings
• Informing the Personnel Administration Manager / Logistician in case of any problems that arise in the house
• Maintaining high hygiene and cleanliness standards in the guest houses

Responsibilities: OFFICE CLEANING

• Daily general cleaning of the office (office rooms, washrooms, sinks, and reception area, etc.)
• Dusting desks, shelves, and office equipment
• Cleaning windows, glass surfaces, and mirrors
• Replenishing office supplies such as soap, toilet paper, and paper towels
• Emptying trash bins and replacing liners
• Disposing of waste in designated areas
• Cleaning kitchen surfaces, sinks, and appliances (e.g., microwave, fridge exterior)
• Supporting the Cook in washing dishes where required
• Keeping meeting rooms tidy before and after use
• Monitoring cleaning supplies and informing the supervisor when stocks are low
• Reporting any damages, leaks, or safety hazards noticed during cleaning
• Ensuring the office environment remains organized and welcoming
• Maintaining high hygiene and cleanliness standards in the office

Requirements

Education

• Essential KCSE Certificate
• Desirable training in housekeeping

Experience

• At least one year in a similar position
• Work experience in Médecins Sans Frontières or other NGOs

Language

• Essential English and local language

Knowledge

• Knowledge of housekeeping techniques and procedures

Competencies

• Commitment
• Flexibility
• Stress Management
• Results
• Teamwork
• Service

go to method of application »

Main Purpose

Supporting the Finance Coordinator through delegated tasks and responsibilities, replacing him/her in his/her absence, and participating in the implementation and management of finance strategies, policies, internal control systems, and all financial, administrative, and legal matters in the mission according to MSF protocols, standards, and procedures. The objective is to provide accurate, transparent, timely, and reliable financial information to the organization and third parties regarding the allocation of resources within projects.

Accountabilities

• Participating actively in defining and monitoring the financial operational and budget needs and the financial strategy of the mission, while supporting the assessment and mitigation of financial risks and implementation of relevant organizational structures to meet all financial obligations while maintaining financial ethics at all times
• Supporting the Finance Coordinator in implementing and ensuring compliance with MSF policies and guidelines, ensuring alignment with legal requirements and the national legal framework, and designing or adapting relevant local policies, procedures, and tools for optimized management of the mission’s financial resources
• Supporting the Finance Manager in treasury management, including overseeing the mission’s accounting processes to ensure smooth operational functioning and maximum control over financial risks
• Participating in the management of funding agreements with donors and providing regular and adequate indicators to monitor the financial health of the mission, including relevant cost analysis, monitoring expenses versus budget, analyzing variances, and suggesting corrective measures where necessary. Assisting in collecting information on resources and translating them into budgets
• Supporting the Finance Coordinator in ensuring the proper implementation of HR policies and associated processes such as recruitment, training, briefing/debriefing, evaluations, talent identification, staff development, and internal communication to ensure sufficient staffing and knowledge levels for finance activities
• Participating in coordinating and supervising monthly and yearly account closings to ensure that financial statements accurately reflect the mission’s financial reality
• Performing tasks delegated by the Finance Coordinator and replacing him/her during absences
• Replacing other members of the capital or project finance teams during their absence when requested

MSF Section / Context Specific Accountabilities

Other tasks include but are not limited to:

Intersectional Support & Continuity

• Ensuring continuity of financial operations across Operational Centers (OCs) during Finance Coordinator rotations or absences
• Supporting onboarding through structured handovers, training, and process alignment
• Preserving institutional knowledge and ensuring consistency in financial practices and reporting

Capacity Building & Remote Support

• Strengthening the capacity of finance and non-finance staff through training, coaching, and mentoring
• Providing remote financial oversight to hard-to-access projects while ensuring compliance and data accuracy
• Supporting teams during peak workloads, emergencies, or staffing gaps

Operational & Strategic Financial Management

• Supporting oversight of key processes including budget monitoring, reconciliations, re-invoicing, and project financial support
• Ensuring the accuracy, completeness, and timeliness of financial data and reporting
• Supporting budgeting, variance analysis, forecasting, and strengthening of internal controls
• Enabling the Finance Coordinator to focus on strategic priorities by managing delegated operational tasks

Governance, Compliance & Audit

• Ensuring adherence to MSF policies and internal controls
• Identifying compliance gaps and supporting corrective actions
• Supporting internal and external audits including documentation, coordination, and follow-up on recommendations

Taxation

• Ensuring compliance with tax regulations in both Kenya and Somalia
• Overseeing tax calculation, payment, and documentation including VAT refunds

Systems, Reporting & Role Scope

• Ensuring effective use of WEFIN, N’JUSTY, SAP, and Unifield while maintaining data integrity and reconciliations
• Delivering timely, accurate, and reliable financial reporting
• Acting as Finance Coordinator back-up when required, while the Finance Coordinator retains overall accountability and Cell/Desk communication responsibilities

Requirements

Education

• Essential degree in Economics or Finance
• For OCA: Higher vocational training in Business Administration or MBA is desirable

Experience

• Essential minimum of two years’ experience in budget management
• Essential minimum of two years’ experience in team management
• Experience with Médecins Sans Frontières or other NGOs is desirable

Languages

• Mission language is essential
• Local language is desirable

Knowledge

• Essential proficiency in Microsoft Office applications including Word, Excel, and Internet usage

Competencies

• Strategic Vision – Level 2
• Leadership – Level 2
• People Management and Development – Level 3
• Service Orientation – Level 3
• Teamwork and Cooperation – Level 4